Art Institute of Chicago · 1 day ago
Administrative Coordinator
Chicago, IL
Full-time
Onsite
Mid Level
3+ years expThe Art Institute of Chicago is a prestigious institution that shares its extensive collections with the public. They are seeking an Administrative Coordinator to manage the administrative functions of the department, ensuring efficient operations and supporting various projects and processes.
Museums & Institutions
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: Monitors processing of documentation and paperwork, including for donations to the department; prepares acknowledgment letters for the chair; maintains records of financial contributions and updates donor ledger accordingly. As needed, prepares and processes confidential correspondence, reports, and paperwork for the chair
Personnel: Manages Human Resource documentation; prepares new staff requisitions; files personnel action forms; and initiates termination documentation. When necessary, drafts independent contractor and consultant contracts for review by the General Counsel. Assists with onboarding of new staff and ongoing general training of staff as needed
Collaboration: Maintains clear communication with chair about ongoing priorities, goals, and projects. Initiates and manages other departmental projects as needed; performs other duties as assigned
Qualification
Required
Bachelor's degree or equivalent experience required; degree in arts administration, art history, museum studies, or related subject preferred
Proficiency with Microsoft Office and Google suites required; ability to learn museum-specific collection database and budget systems
Strong communication skills and the ability to successfully engage a broad range of internal and external colleagues and stakeholders
Prolonged periods sitting at a desk and working on a computer; must be able to remain in a stationary position 90% of the time
Occasionally moves about inside the department offices (to access file cabinets, office machinery, etc.) and throughout the museum (particularly to/from the library and mail room)
Constantly operates a computer and other office productivity machinery, such as a copy machine and printer
Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration
Preferred
Minimum of three years of museum, library, gallery, or related administrative experience preferred
Familiarity with departmental field a plus
Benefits
PTO Overview
Company
Art Institute of Chicago
Art Institute of Chicago collects, preserves, and interprets works of art, representing the world’s diverse artistic traditions.
1001-5000 employees
H1B Sponsorship
Art Institute of Chicago has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (4)
2024 (3)
2022 (4)
2021 (3)
2020 (1)
Funding
Current Stage
Late StageLeadership Team
M
Matthew W. Norris
Vice President of Enterprise Software & Analytics
Recent News
2025-10-01
2025-08-23
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