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: