Administrative Coordinator

The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity.

Compensation & Benefits

Please click on the links below to view our competitive, comprehensive benefits package:

• Hiring Range

The expected hiring range is an estimated amount for positions based on the grade. Final offers are based on various factors, including skill set, experience, qualifications and other job-related reasons.

• Benefits
• PTO Overview
• Job Classification: Non-Exempt
• Grade Level: 5

About the Department:

The Art Institute of Chicago’s collection of prints and drawings comprises works on paper from the thirteenth century to the present. The collection holds approximately 15,000 drawings, 40,000 prints, 1,000 illustrated books, and continues to grow with a focus on global practitioners. Particular strengths are French 19th-century prints and drawings; British, French, and Italian drawings; strong collections of Albrecht Dürer, Rembrandt van Rijn, Francisco Goya, and James McNeill Whistler, and twentieth-century American prints.

Position Summary:

Reporting to the chair, and in close consultation with departmental colleagues, manages the administrative functions and activities of the department. Ensures efficient and effective operation of the department on a daily basis, assuming additional responsibilities as appropriate. Performs clerical and administrative duties, including managing all accounting, payroll, personnel, and facilities requests for the department, and works on a variety of independent projects.

At the discretion of the chair and in collaboration with other departmental staff, supports ongoing projects and processes, including those involving acquisitions, collection maintenance, database management, deaccessions, exhibitions, gallery rotations and installations, loans, metadata, object files, online presence, research materials, and storage.

Responsibilities:

Administrative coordination: Manages administrative activities for the department, including scheduling meetings; maintaining departmental calendars; managing correspondence; answering and routing incoming calls; processing, sorting, and routing incoming and outgoing mail; monitoring and managing inventory of office supplies; contacting vendors; coordinating special events; ordering and tracking specialized purchases; arranging travel for staff and invited departmental guests; responding to inquiries from the general public; and greeting and assisting visitors to the departmental offices.*

Departmental support: Establishes workflow systems, processes, and organizational practices for the department; strategizes departmental approach to digitizing files and records and to maintaining the digital environment of the department.

Budgeting: Supports budget management and oversees all accounts payable activities for the department; processes and tracks invoices from dealers and contractors; initiates wire transfers and credit card payments; coordinates the transfer of funds between operating budget and endowments; reconciles budget documentation.

Payroll: Arranges all payroll activities; prepares and reconciles expense accounts and travel advances.

Committee meetings: In collaboration with the Director of Curatorial Administration organizes departmental committee meetings; schedules meeting dates and times; assists with correspondence with committee members, and occasionally some financially related correspondence with donors and dealers.

Correspondence and records: Monitors processing of documentation and paperwork, including for donations to the department; prepares acknowledgment letters for the chair; maintains records of financial contributions and updates donor ledger accordingly. As needed, prepares and processes confidential correspondence, reports, and paperwork for the chair.

Personnel: Manages Human Resource documentation; prepares new staff requisitions; files personnel action forms; and initiates termination documentation. When necessary, drafts independent contractor and consultant contracts for review by the General Counsel. Assists with onboarding of new staff and ongoing general training of staff as needed.*

Collaboration: Maintains clear communication with chair about ongoing priorities, goals, and projects. Initiates and manages other departmental projects as needed; performs other duties as assigned.

Qualifications:

• Bachelor’s degree or equivalent experience required; degree in arts administration, art history, museum studies, or related subject preferred

• Minimum of three years of museum, library, gallery, or related administrative experience preferred

• Proficiency with Microsoft Office and Google suites required; ability to learn museum-specific collection database and budget systems

• Strong communication skills and the ability to successfully engage a broad range of internal and external colleagues and stakeholders

• Familiarity with departmental field a plus

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer; must be able to remain in a stationary position 90% of the time.

• Occasionally moves about inside the department offices ( to access file cabinets, office machinery, etc.) and throughout the museum (particularly to/from the library and mail room).

• Constantly operates a computer and other office productivity machinery, such as a copy machine and printer.

• Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.

Application Instructions: Please include your resume and cover letter

Union

This position is part of a bargaining unit represented by AFSCME Council 31.

Equal Opportunity Statement

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at [email protected].

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.