Financial and Human Resources Manager, Associate Registrar, Assistant Registrar, Director of Development – Smart Museum of Art

STAFF POSITIONS

For more information on each of these positions, please visit here: https://smartmuseum.uchicago.edu/about/employment/

FINANCIAL AND HUMAN RESOURCES COORDINATOR

Reporting to the Deputy Director for Museum Affairs and Strategic Impact (DD-MASI), the Finance and Human Resources Coordinator (FHRC) will be responsible for the Museum’s daily business operations, assists with budget planning and preparation, financial administration and personnel services. The FHRC supervises and coordinates all Business Office staff, processes payments for employees, goods and services and performs all human resources record keeping, as well as salary and non-salary disbursement processing and record-keeping.

The Museum Affairs Division was built to align innovative methods of exhibitions and collections management, sound financial oversight and a work culture to support the long-term success and sustainability of the Smart Museum and its vital role within UChicago Arts. The successful applicant will be an enthusiastic partner whose work will support the Smart in realizing a facility that serves visitors and staff alike.

Responsibilities
The job coordinates projects in monitoring the operating and capital budgets for divisions and/or University-wide administrative units. At the instruction of others, performs work that contributes to development of long and short term financial goals, business strategies/plans, and financial forecasts/models for major service programs and initiatives. Utilizes moderate knowledge of finance to help coordinate quarterly and year-end reporting for the operating budget.

  • Provides professional support as a primary account administrator for account owners in an intensive customer service environment.
  • Analyzes and prepares budgets, creates accounts, and works with the financial accounting system to allocate, authorize, monitor, and control expenses.
  • Prepares monthly reports, conducts and correct errors in accounts using existing procedures that are in place, and provides advice on the financial impact of human resources and academic affairs decisions.
  • May work with other administrators on the procurement process, allocates expenditures for authorization, and advises in communications regarding funding agencies, subcontractors, and others at the instruction and direction of others.
  • Performs other related work as needed.

Financial Administration

  • Monitors the Museum’s financial activities primarily in the areas of finance, auditing, budgeting and forecasting, purchasing, and other operational financial activities.
  • Monitors and reconciles actual expenditures and revenue against budget and prepares monthly, quarterly and annual variance reports for budget managers, the Director and the Board of Governors.
  • Prepares other financial reports for senior museum administration as needed.
  • Prepares and maintains reports required for operating, endowment, gift, and faculty research accounts.
  • Assists in planning, developing, and managing budgets, including developing budget forecasts.
  • Prepares and submit financial transactions through the university systems (ePayments, GEMS, BuySite, Delphi etc.).
  • Assists staff with the GEMS system and run reports to ensure that transactions are reconciled at regular intervals.
  • Assists the DD-MASI with the annual budget development process
  • Enters the budget into Delphi.
  • Evaluates financial issues that impact the Smart Museum and respond to inquiries from the Budget Office.
  • With DD-MASI and Development, maintain accurate financial documentation for grants administration to ensure compliance with Smart Museum policies and goals.
  • Oversees standard ePayment activity, initiates and processes purchase orders, internal electronic funds transfers and requests for international payments within 5 days of receipt of request with all appropriate backup documentation.
  • Ensures payment documentation standards and requirements are understood and met. Work with procurement services to ensure payment flow.

Human Resources

  • Prepares position postings in Workday and possibly other job boards.
  • Coordinates interview processes, conducts interviews and reference checks as appropriate.
  • Initiates and administers background check process.
  • Manages administrative processes of hiring, including on-boarding of new hires.
  • Serves as a point of contact for Human Resources Information System (HRIS) and Payroll and assists supervisors and staff in troubleshooting problems.
  • Processes all necessary paperwork for promotions, transfers, and terminations in HRIS.
  • Facilitates inquiries that come in from staff and directs to the appropriate area.

Competencies

  • Exceptional oral and written communication skills and comfortable with a consultative approach to interacting with employees.
  • Ability to be a resourceful problem-solver and critical thinker, be proactive in leveraging opportunities and anticipating and averting problems.
  • Confidentiality is essential – capable of handling all employment information and issues with absolute discretion.
  • Diplomatic and customer service based approach to interacting with colleagues and others.
  • Manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with patrons, staff, faculty, students and others.
  • Communicate effectively, both orally and in writing.
  • Identify priorities; recognize and resolve or refer problems.
  • Work effectively with supervision and as a part of a team.
  • Excellent interpersonal skills.
  • Experience with Microsoft Office, particularly Excel and Word.
  • Experience with University systems including ACCTS, PETS, Business Objects, Griffin, FAS Online, Buysite, Workday, GEMS, Delphi and Onbase systems.

Preferred Qualifications

  • Bachelor’s degree in business, finance, or a related field.
  • Three years of experience in Human Resources, Operations, or Finance
  • Experience in higher education.

Compensation
This is a full-time (37.5 hours/week), benefits-eligible position. Compensation depends on qualifications.

To apply
To apply, please submit a cover letter, resume, and list of references through the University of Chicago jobs portal. Search posting number JR05797.


ASSOCIATE REGISTRAR

The Smart Museum is seeking an experienced, collaborative Associate Registrar to support the museum’s outgoing loan and exhibition activity. Reporting to the Head Registrar, this is a key position in a dynamic museum environment that regularly collaborates and/or partners with institutions around the country and abroad. The successful applicant will be expected to provide a senior level of activity and input within the department.

As a public institution, the Smart believes in providing access to its collections, balancing our intention to share collections generously with a commitment safety and security of the works. Through its exhibition program the Smart is committed to ensuring that it enhances the life of both the academic and surrounding community. The successful applicant will be an enthusiastic partner whose work will support the Smart in these two foundational aspects of our work: providing access to collections through loans and exhibitions and supporting the voice of the museum through its ambitious exhibitions program.

Responsibilities
Outgoing Loans 

  • Coordinates outgoing loan activity for the collection, and as part of the Loan Team advises on the ability of works to travel.
  • Coordinates the annual Art to Live With student loan program with the support of the Assistant Registrar.
  • Prepares, reviews, and manages fees, budgets, contracts, agreements, and facility reports.
  • Arranges shipping and insurance, supervises packing, issues receipts and condition reports.
  • Arranges and oversees matting, framing, mounting, and conservation as needed.
  • Coordinates, selects, and instructs/ debriefs courier activity, including acting as courier when required.
  • Creates, maintains, and archives related files.

Exhibitions

  • Manages registration aspects of the museum’s exhibition program, including on-site/traveling, and national/international exhibitions.
  • Responsible for maintaining standardized exhibition planning processes, documents, and archives.
  • Maintains complete and accurate records in the Museum’s database (The Museum System).
  • Prepares and manages loan agreements, monitors loan deadlines, and initiates renewal and addendums as needed.
  • Prepares, reviews, and tracks related budgets in collaboration with the Exhibitions Coordinator.
  • Arranges exhibition related shipping and insurance, supervises unpacking and packing, issues receipts and condition reports.
  • Arranges and oversees matting, framing, mounting, and conservation as needed.
  • Supervises exhibition installation and deinstallation in conjunction with curators and exhibition staff.
  • Acts as a courier for traveling exhibitions and/or assigns and oversees courier duties.

Other

  • In tandem with the registration team, cross-trains and assists with permanent collection management and other registration tasks as needed to ensure that overall registration functions of the museum operate well.
  • Supervises registration and related interns in collaboration with the Head Registrar.
  • Stays current in the field.

Education, Experience, and Certification

  • Bachelor’s degree required, preferably in art history or closely related subject. Master’s degree and/or Museum Studies degree/certificate preferred.
  • 6+ years previous work experience in a museum registration office required. Management experience preferred.
  • Experience with domestic and international exhibition, loan management, and shipping required, including experience acting as a courier with artwork.
  • Knowledge of museum standards regarding the care and handling of art and knowledge of legal and ethical issues surrounding a museum art collection required.
  • Strong computer skills and previous work with relational databases to manage loans and exhibitions required, previous work experience with The Museum System (TMS) preferred.
  • Ability to travel and work outside regular business hours required.

Competencies

  • Prior experience managing interns or volunteers desired.
  • Meticulous work habits and attention to detail; consistency in procedures and quality of effort in all areas of work.
  • Excellent organizational, interpersonal, and communication skills.
  • Demonstrated ability to prioritize tasks and to meet competing deadlines in a fast-paced, deadline-driven environment.
  • Ability to represent the museum in a professional manner to donors, lenders, professional colleagues, and all university constituencies.

Preferred qualifications

  • Strong computer skills and familiarity with relational databases required, previous work experience with The Museum System (TMS) preferred.
  • Knowledge of museum standards regarding the care and handling of art and knowledge of legal and ethical issues surrounding a museum art collection required.
  • Ability to travel and work outside regular business hours required.
  • Meticulous work habits and attention to detail; consistency in procedures and quality of effort in all areas of work.
  • Excellent organizational, interpersonal, and communication skills.
  • Demonstrated ability to prioritize tasks and to meet competing deadlines in a fast-paced, deadline-driven environment.
  • Ability to represent the museum in a professional manner to donors, lenders, professional colleagues, and all university constituencies.

Compensation
This is a full-time (37.5 hours/week), benefits-eligible position. Compensation depends on qualifications.

To apply
To apply, please submit a cover letter, resume, and short CV listing recent exhibition and loan projects management through the University of Chicago jobs portal. Search posting number JR05405.


ASSISTANT REGISTRAR

The Smart Museum is seeking an organized and collaborative Assistant Registrar to support the department with database and collection documentation. Reporting to the Head Registrar, the Assistant Registrar performs registration functions related to the care and maintenance of the museum’s permanent collection and its records, in addition to assisting the Head and Associate Registrars with overall departmental duties. As a part of the Smart Museum’s Collection Review this position will work closely with the collections and curatorial team to review and improve the systems that the museum uses to organize, manage, and provide access to information about our collections and exhibitions program.

Responsibilities
Database 

  • Manages the text and image components of the museum’s collections management database (The Museum System and Emuseum). This includes creating new object records, linking digital assets, and entering object information.
  • Provides in-house technical support related to the database. Provides training and troubleshooting for staff users and maintains training materials. Assigns and monitors database user access rights.
  • Acts as database liaison to Gallery Systems and, as appropriate, to technical consultants and vendors. With Gallery Systems, oversees database upgrades, schedules system testing, and preforms database cleanup. Assists with the development of budgets for system contracts, upgrades, and database projects.
  • Works with all departments to establish cataloging and lexicon standards as developed during the Collections Review process. Maintains/updates TMS standards guidelines to share with staff.
  • Helps to manage related digital collections documents across collections, loans, and exhibitions.

Photography, Rights and Reproductions

  • Oversee the museum’s photographic and digital materials, including overseeing digital asset standards and management.
  • Participates cross-departmentally in the development, implementation, and use of the DAMS (Digital Asset Management System).
  • Schedules and oversees in-house photography of collections and exhibitions. Maintains image files and integrates images into the museums database and DAMS systems.
  • Processes and manages image reproduction requests, including creating agreements and invoices.
  • Manages the library of resulting publications.
  • Monitors copyright status of objects in the museum collection and coordinates use paperwork, including securing Non-Exclusive Use Licenses.

Other

  • In tandem with the registration team, cross-trains and assists with other registration tasks as needed to ensure that overall registration functions of the museum operate well.
  • Assists the Associate Registrar with the annual Art to Live With student loan program, including selection and return events.
  • Acts as an art courier on an as needed basis.
  • Stays current in the field.

Education, Experience, and Certification

  • Bachelor’s Degree in Museum Studies, Library Science, Information Science, Art History, or a related field and 2 years of related experience required.
  • Previous work experience in museum registration or collections management preferred.

Competencies

  • Willingness and ability to travel to campus and/or non-campus locations for University business
  • Willingness and ability to work evenings and weekends

Preferred qualifications

  • Strong computer skills and familiarity with relational databases required, previous work experience with The Museum System (TMS) preferred.
  • Knowledge of museum standards regarding the care and handling of art and knowledge of legal and ethical issues surrounding a museum art collection required.
  • Ability to travel and work outside regular business hours required.
  • Meticulous work habits and attention to detail; consistency in procedures and quality of effort in all areas of work.
  • Excellent organizational, interpersonal, and communication skills.
  • Demonstrated ability to prioritize tasks and to meet competing deadlines in a fast-paced, deadline-driven environment.
  • Ability to represent the museum in a professional manner to donors, lenders, professional colleagues, and all university constituencies.

Compensation
This is a full-time (37.5 hours/week), benefits-eligible position. Compensation depends on qualifications.

To apply
To apply, please submit a resume and cover letter through the University of Chicago jobs portal. Search posting number JR05366.


DIRECTOR OF DEVELOPMENT

The Director of Development will be responsible for leading and coordinating arts related fundraising efforts for the Smart Museum of Art. Reporting to the Dana Feitler Director of the Smart Museum of Art and the Assistant Vice President for Development, Arts and Humanities, the Director will design and implement comprehensive strategies to identify, cultivate and solicit annual, major and principal gifts donors in collaboration with Smart leadership, Smart Board of Governors and development colleagues. Working closely with the Smart and University Alumni Relations and Development teams, the Director will identify funding opportunities, support individual and foundation donor engagement opportunities and solicitations, and collaborate with the Smart Board and Smart Director to develop strategic approaches for fundraising growth. Director of Development is a senior fundraising position with management responsibilities for the Smart Museum fundraising team and will also work closely with other arts leaders across the UChicago Arts initiative and develop partnerships with other appropriate UChicago fundraising colleagues.

Responsibilities

  • Develop and lead Smart’s fundraising activities including annual giving, major gifts programs, fundraising events, campaigns, institutional funding as well as create and refine cases for support.
  • Lead, collaborate and manage the creation and implementation of a strategy for the identification, cultivation, solicitation, and gift closure of individual and foundation major prospects in collaboration with Alumni Relations & Development (ARD) staff and leadership.
  • Work with the Smart Director in supporting the Smart Board of Governors, including overseeing and managing Board committees.
  • Build and manage a portfolio of 75-100 individual prospects. In addition to portfolio management, partner with fundraising colleagues on multi-interest prospects to include Smart solicitations in their overall prospect solicitation plans. Monitor progress against goals ensuring deadlines are met.
  • Manage and supervise a team of three fundraising professionals. Hire, manage, evaluate, develop and terminate development staff as needed and as assigned. Actively encourage staff members’ professional growth and participation in the life of the University.
  • Assist with the planning and execution of events, including the bi-annual fundraising Gala, working directly with the Board and Gala committee.
  • Monitor and manage an annual development budget. Address budget variances as they occur.
  • Prepare timely, accurate, and relevant proposals, presentations, and other fundraising materials for cultivation, solicitation, and stewardship.
  • Seek opportunities for professional development that will enhance job performance, including building networks within the University and with colleagues at peer institutions.
  • Perform other duties as assigned.

Competencies

  • Communicate Effectively & With Influence
  • Exhibit Resilience & Optimize Resources
  • Display Emotional Intelligence
  • Demonstrate University Stewardship & Serve as a Brand Ambassador
  • Foster Partnership & Collaboration
  • Build a high performance team
  • Willingness and ability to travel to campus and/or non-campus locations for University business.
  • Willingness and ability to work evenings and weekends.

Preferred qualifications

  • Minimum requirements include a college or university degree in related field.
  • Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
  • Experience soliciting and closing major gifts experience
  • Experience leading a project team or managing staff
  • Demonstrated record of organizing successful fundraising, marketing or membership programs

Compensation
This is a full-time (37.5 hours/week), benefits-eligible position. Compensation depends on qualifications.

To apply
To apply, please submit a resume and cover letter through the University of Chicago jobs portal. Search posting number JR04790.

Leave a Reply

Your e-mail address will not be published. Required fields are marked *.