Interim Program Coordinator

University of Chicago•Chicago, IL

8h•Onsite

About The Position

As the fine arts museum of the University of Chicago, the Smart Museum of Art is a site for rigorous inquiry and exchange that encourages the examination of complex issues through the lens of art objects and artistic practice. Through strong scholarly and community collaborations and a welcoming approach to its exhibitions, collections, publications, research and teaching, and public programs, the Smart Museum plays a dynamic role in expanding artistic canons, rethinking received histories, introducing new perspectives, and engaging diverse communities—locally, nationally, and internationally. The Interim Program Coordinator supports the successful planning, coordination, and execution of the Smart Museum's public programs, campus partnerships, and community engagement initiatives. Reporting to the Director of the Feitler Center for Academic Inquiry and Head of Education, this position provides project management and administrative leadership across a broad portfolio of talks, performances, workshops, screenings, symposia, student programs, and partner events. Working closely with colleagues across the museum and the University of Chicago, the Interim Program Coordinator manages timelines, logistics, budgets, contracts, communications, marketing, and project documentation to ensure programs are delivered efficiently and with attention to detail. The position also supports campus and community relationships that are important for the programming of the Museum.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Nice To Haves

Bachelor's degree in arts administration, museum studies, humanities, communications, higher education, nonprofit management, or a related field.
Two to five years of progressively responsible experience in project coordination, event management, museum administration, higher education, or nonprofit arts organizations.
Background managing multiple projects with competing deadlines.
Coordinating complex public programs or events involving multiple stakeholders.
Working in museums, universities, or cultural nonprofits.
Coordinating budgets, contracts, purchasing, and administrative processes.
Exceptional organizational and project management skills with strong attention to detail.
Demonstrated ability to build productive relationships across departments and organizations.
Strong written and verbal communication skills.
Excellent judgment, initiative, and ability to anticipate project needs.
Manage multiple priorities while maintaining a high level of professionalism and customer service.
Commitment to fostering an inclusive, collaborative workplace and creating welcoming experiences for diverse audiences.
Understanding of project management software, shared databases, and collaborative planning tools.
Familiarity with event production, accessibility best practices, and hybrid programming.

Responsibilities

Coordinates the planning and implementation of public programs, campus and student partnerships, and special events from initial concept through project completion.
Develops and manages project timelines and production schedules for all Museum programs.
Coordinates program logistics, including participant contracts, travel, payments, catering, audiovisual needs, room reservations, and vendor relationships, and other related needs.
Serves as project coordinator across departments, ensuring clear communication and timely completion of deliverables.
Maintains project documentation, calendars, production schedules, and shared planning tools, such as Airtable and Box.
Supports program budgeting, purchasing, expense tracking, and reconciliation.
Adheres to University and Museum financial policies.
Coordinates internal planning meetings, prepares agendas, records action items, and monitors follow-up.
Assists with program assessment by maintaining attendance records and reporting data.
Supports the development and refinement of departmental workflows and project management systems.
Develops, leads, and implements marketing for public program in collaboration with Smart staff.
Promotes the Museum as a space for students and works to build increasing student participation at the Museum.
Serves as lead Museum partner for student and campus groups.
Maintains collaborative relationships with faculty, academic departments, centers, institutes, student organizations, and administrative offices across the University of Chicago, especially as it pertains to promoting relevant programs in a timely fashion.
Coordinates co-sponsored programs with campus partners from planning through implementation.
In coordination with the Museum Educator, Academic Initiatives, manages campus outreach to ensure that relevant departments, programs, and groups are informed of relevant Smart programming.
Maintains relationships with cultural and neighborhood partners, and community-based organizations.
Coordinates collaborative programs developed with local artists and community partners.
Coordinates communications and logistics with external partners to ensure successful collaborations.
Collaborates with museum staff to prepare program information for marketing, web, social media, and print materials.
Collects partner/participant materials for press and marketing.
Drafts and edits program copy as needed.
Drafts correspondence with speakers, artists, faculty, and community partners.
Drafts opening remarks.
Maintains accurate program records and documentation.
Assists with grant reporting and other departmental reporting as needed.
Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
Sets and communicates program priorities and performance standards and assesses operations using these criteria.
Plans and conducts quality assurance reviews and recommends changes as appropriate.
Performs other related work as needed.