Program Coordinator, Academic Engagement & Research

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.

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

• Hiring Range
• Benefits
• PTO Overview
• Job Classification: Special Projects Salaried Staff
• Grade Level: 6
  
  

About The Department

A hub for scholarship and training, the Art Institute Research Center brings together the museum’s Ryerson and Burnham Libraries, the Art Institute of Chicago Archives, and the department of Academic Engagement and Research with the aim of fostering engagement and access to the wealth of research offerings at the Art Institute of Chicago.

The Research Center stewards resources that illuminate the histories and contexts of the museum’s vast art collection, as well as primary sources that are singular or rare works of paper-based art, archives, and historical documentation. We support museum staff in all of their research endeavors and maintain public hours to serve the art research community, faculty and students, artists and architects, and inquisitive scholars from around the world. The division of Academic Engagement and Research (AER) supports art research training and development for emerging museum professionals and scholarly innovators. AER oversees the museum’s internship and fellowship programs, and creates opportunities to network professors, students, scholars and artists with museum staff. The team manages transformative grants and partnerships, workshops and scholarly events, and fosters equity and inclusion in shaping the next generation of museum professionals.

About The Position

• This is a short-term special projects role: 35 hours per week for 18 weeks, to start in February through June 30. Benefits eligible.
  
  

As part of the Academic Engagement and Research team within the Research Center, the Program Coordinator role will help manage the placement and programming work for the museum’s internship and fellowship programs, and the McMullan Summer Intensive program for undergraduates. This position will work in close partnership with, and report to, the Academic Curator and Director of Research Programs in AER.

The ideal candidate will have a strong sense of organization, and awareness of the behind-the-scenes logistics necessary to organize successful student-focused programs. They will support senior staff in liaising with Human Resources and Information Services in order to establish new intern and fellow placements at the museum, and they will assist with all components of on-boarding and concluding placements. They will help to execute enrichment events for existing placements; order and manage on-site program supplies; and coordinate with contributors essential to event scheduling and logistics, including catering, Protection Services, AV, guest speakers, museum mentors, custodial services, and others. Within the AER department, they will keep orderly digital records, craft clear communications with students, and prepare paperwork for new placements. They will need to selectively learn the museum’s administrative systems like Jira, UKG, Concur and Google calendar.

Responsibilities

Administration

Manage logistics for programs including booking spaces, ordering program supplies, tracking spending, and processing payments and invoices as needed to support AER’s activities. Support the execution of work events, including welcoming guests and assisting students with questions; logistical problem-solving; and liaising with stakeholders on-the-spot.

Communications

Schedule programs and manage communications, coordinating with other departments by phone, email and in person, for assistance in relevant areas. Serve as an intermediary between interns/fellows and museum stakeholders: clarify, request, synthesize, and pass on information needed to establish student placements, secure workstation needs, and guide onboarding and offboarding. Maintain clear communication with managing department head(s) about ongoing priorities, status updates, successes and challenges. Direct communications to intern and fellow networks when needed.

Clerical

Support internship placements across museum departments, including composing position requisitions, confirming financial coding, setting start/end dates, and related systems work (Jira). Performs other clerical duties, including keeping documentation and paperwork in order, maintaining excellent records.

Supports the museum in its commitment to creating a diverse, inclusive, and equitable institution; treats colleagues and visitors fairly and respectfully, recognizing the value that diverse backgrounds and perspectives bring to our organization.

Physical Requirements

• Remain standing or sitting at a desk or with a computer for 50% of the work day
• Regularly move into different positions to accomplish tasks in environments throughout the museum; navigate through museum galleries to lead and attend programs; often stands in place for 30-60 minutes while working programs
• Read and assess the quality of applications, communications, and related textual materials
• Communicate with internal colleagues across the museum as well as external partners via spoken and written forms; exchange ideas, listen, and respond to feedback
• Use a computer to manage communications, keep records and conduct research
• Repeating motions that may include the wrists, hands and/or fingers
• Light physical work that includes moving objects up to 20 pounds
  
  

Qualifications

• Bachelor’s degree or equivalent experience, preferred
• 2 years of experience in museum, library, gallery, or other arts administration environments preferred
• Superior organizational skills, including record keeping, budget tracking, and predictive management of timelines and administrative tasks, are essential
• Strong communication skills and digital fluency are essential; including the ability to learn new systems quickly
• Aptitude for proactive, self-directed and collaborative work; ability to work flexibly as part of a team and motivate others
• Demonstrated ability to adapt to the changing needs of a dynamic, high-volume work environment and willingness to take initiative with excellent judgment, care and discretion
• Energy and enthusiasm for the mission of the museum and demonstrated commitment to advancing the museum’s values
• A successful candidate will be highly detail oriented and organized, demonstrate initiative, have the ability to multitask, and have excellent interpersonal skills
  
  

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship. The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at apply_help@artic.edu.