Administrative Coordinator

MISSION

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.

  

We offer a competitive, comprehensive benefits package:   

• Generous paid time off
• Paid holidays (up to 14 days)
• Medical, dental, and vision insurance
• Generous parental, caregiver, and medical leave benefits
• Competitive retirement plan (up to 9% matching contribution)
• Tuition remission and Tuition Exchange Program
• Great employee discounts
• Complimentary general admission to participating cultural institutions
• Want to stay abreast of the latest job openings at the Art Institute and the School of the Art Institute? Sign up for our Employment Opportunities E-announcements.

 

OUR VALUES

All staff members are expected to embrace the museum’s commitment to creating an inclusive and equitable institution and to adhere to the museum’s shared values.

• Our museum reflects and deepens our collective humanity; the arts are integral to an inspired and just society.

• We respect and acknowledge each of our colleagues’ contributions and expertise across all roles within our organization.

• We share in the responsibility to create an antiracist culture built on equity, inclusion, and justice for all, acknowledging that these efforts are intersectional and ongoing.

• We encourage and advance a culture of hospitality, empathy, and gratitude for each visitor, supporter, and member of our staff.

• We embrace innovation and foster change with a progressive understanding of—and obligation to reconsider—our past.

• We sustain an open and dynamic civic platform, inviting and advancing the diverse perspectives of our city, staff, visitors, and supporters.

 

ABOUT THE DEPARTMENT

The department of collections and loans (C+L) oversees the management of the collection and loaned objects, defining the processes that ensure compliance with the museum’s collection and loan policies as well as legal obligations to borrowers, lenders, donors, and/or sellers.

In four distinct areas, C+L implements policies that govern the day to day application of museum best practices regarding documentation and record keeping; collection database and metadata management; logistics and shipping; art handling and packing; storage; insurance; and, risk management.

 

ABOUT THE POSITION

The administrative coordinator assists the Associate Vice President, Collections and Loans and is responsible for developing intra-office protocols streamlining administrative procedures and ensuring adherence from all team members.

 

RESPONSIBILITIES

Administrative coordination: manages administrative activities for the AVP, including scheduling meetings; maintaining various calendars; managing and distributing correspondence, answering and routing phone calls; managing office supplies and technological equipment (hardware and software) including monitoring and ordering; assists initiating and handling contracts through Jira and expenses through Concur; contacting vendors; coordinating team building activities and special events; arranging travel, responding to inquiries from internal and external stakeholders; and greeting and assisting visitors to the department.

Procedures support: establishes workflow systems, processes, and organizational practices for the department; defines procedures for sharing, retention, protection, retrieval, transfer, and disposal of records to maintain the paperless environment of the department.

Departmental support: Provides support to team members regarding office equipment, technology and digital needs; prepares and supports the onboarding of new team members; takes meeting minutes and distributes appropriately; maintains and updates intranet information and departmental group emails; centralizes and administers other departmental digital work spaces (i.e Slack).

Budgeting: Organizes, reviews and consolidates departmental budget information including tracking expenditures for the operating budget, ledger reallocations and invoice processing.

Scheduling: Maintains various departmental