Interim Program Coordinator

Department AI Feitler Center/ Academic Initiatives About the Department 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.
Job Summary

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.
Responsibilities

Coordinate the planning and implementation of public programs, campus and student partnerships, and special events from initial concept through project completion.
Develop and manage project timelines and production schedules for all Museum programs.
Coordinate program logistics, including participant contracts, travel, payments, catering, audiovisual needs, room reservations, vendor relationships, and other related needs.
Serve as project coordinator across departments, ensuring clear communication and timely completion of deliverables.
Maintain project documentation, calendars, production schedules, and shared planning tools, such as Airtable and Box.
Support program budgeting, purchasing, expense tracking, and reconciliation. Adhere to University and Museum financial policies.
Coordinate internal planning meetings, prepare agendas, record action items, and monitor follow‑up.
Assist with program assessment by maintaining attendance records and reporting data.
Support the development and refinement of departmental workflows and project management systems.
Develop, lead, and implement marketing for public programs in collaboration with Smart staff.
Promote the Museum as a space for students and work to build increasing student participation at the Museum.
Serve as lead Museum partner for student and campus groups.
Maintain 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.
Coordinate co‑sponsored programs with campus partners from planning through implementation.
In coordination with the Museum Educator, Academic Initiatives, manage campus outreach to ensure that relevant departments, programs, and groups are informed of relevant Smart programming.
Maintain relationships with cultural and neighborhood partners, and community‑based organizations.
Coordinate collaborative programs developed with local artists and community partners.
Coordinate communications and logistics with external partners to ensure successful collaborations.
Collaborate with museum staff to prepare program information for marketing, web, social media, and print materials.
Collect partner/participant materials for press and marketing.
Draft and edit program copy as needed.
Draft correspondence with speakers, artists, faculty, and community partners.
Draft opening remarks.
Maintain accurate program records and documentation.
Assist with grant reporting and other departmental reporting as needed.
Use moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
Set and communicate program priorities and performance standards and assess operations using these criteria.
Plan and conduct quality assurance reviews and recommend changes as appropriate.
Perform other related work as needed.
Minimum Qualifications

Education: Minimum requirements include a college or university degree in a related field.
Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Certifications: None.
Preferred Qualifications

Education: Bachelor’s degree in arts administration, museum studies, humanities, communications, higher education, nonprofit management, or a related field.
Experience: 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.
Preferred Competencies

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.
Application Documents

A resume/CV is required. The University of Chicago uses AI‑assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions. When applying, the document(s) must be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family

Administration & Management role
Individual contributor
Scheduled weekly hours: 37.5
Drug test required: No
No health screen required: Yes
No motor vehicle record inquiry required: Yes
Pay type: Salary
FLSA status: Exempt
Pay Range

$60,000.00 - $62,000.00
Benefits

Eligible: Yes. The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University’s Notice of Nondiscrimination. Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form. All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case‑by‑case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
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