MISSION
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.
OUR VALUES
ABOUT THE DEPARTMENT
The Patrick G. and Shirley W. Ryan Learning Center is a platform for culturally responsive experiences that bring young people and the adults around them into dynamic and inspiring encounters with art and creativity. The Ryan Learning Center team:
As a result, youth, teens, families, students, and educators from various backgrounds and abilities engage with each other and with works of art from across time, cultures, geographies, and identities, activating the museum as a place for learning, insight, inspiration, and community. These museum experiences enable young people and the adults around them to feel more connected and confident in their capacity to imagine, create, and make sense of art and their world.
ABOUT THE POSITION
As part of the Operations and Volunteers team, the Coordinator plays a key role in helping to implement and manage systems that enable the smooth operations of the Ryan Learning Center, the recently-enhanced learning space for students, teachers, teens, families, and adult visitors to the museum. This role is highly focused on coordinating the operational logistics around K-12 school groups and summer youth groups. The Coordinator is responsible for the scheduling process, ensuring that museum capacity is optimized, teacher communications are timely and responsive, and internal departments are informed about group activities. The Coordinator works closely with educators and volunteers to ensure that student/youth groups are warmly welcomed to the museum and their logistical needs are met during the course of their visit. Additionally, the Coordinator supports the Director in coordinating staff and volunteer support for the Ryan Learning Center’s public area, the Art Exchange, and maintaining the physical and technological assets of the department. They bring problem-solving skills, detail-orientation, and a talent for making all the pieces work together to a critical role that positions the Ryan Learning Center to be a welcoming and inclusive place for people of all abilities.
The Coordinator collaborates with colleagues across all areas of the Ryan Learning Center and throughout the museum to deepen audience connections and position the museum as a valuable space for connection, learning, and meaning-making.
This position is 35 hours a week and holds a standard Sunday-Thursday schedule. Occasional evening work may be required. Other duties as assigned.
RESPONSIBILITIES
Group Scheduling
Responsible for the effective administration of the Student Tour process, including operating the systems for scheduling K-12 and summer youth groups. Manages the online reservation system (FareHarbor); sets and monitors tour capacities to maximize group entry; assigns resources and crew members; processes cancellations, and executes financial reconciliation for paid tours.
General Administration and Communication
Provides clear and efficient communication with internal and external constituents: monitors and responds to phone and email inquiries from teachers; creates daily tour manifests, and a two week outlook report, distributing to key colleagues in partner departments; enters daily school group attendance in Fare Harbor and manages the accurate exportation of the attendance figures into Galaxy on a daily basis; tracks and report on bus fund distribution.
Personnel Coordination
Acts as floor captain for Student Entrance (Sunday, Monday, Wednesday, Thursday) managing Student Experience volunteers when active in their role; coordinates the volunteer schedule for this area, ensuring that there is enough support on any given day; supports volunteer training and ongoing skill strengthening; serves as daily point-of-contact for Student Experience and Student Tour volunteers and manages volunteers when active on the floor; providing constructive feedback to them, and reporting any issues to the Director; coordinates and schedules volunteers for poster preparation for tour groups; acts as the bridge between the K-12 Educators and the volunteers, ensuring that everyone has the communication and support that is needed.
Space and Asset Management
Provides day-to-day oversight of the Student Entrance and Gathering Hall; maintains active presence in the space throughout the week to survey the space, interact with staff and volunteers, and engage with members of the public; books, monitors, and adjusts RLC spaces for K12 programs; prepares all materials for the Group Welcome Kiosk including passes and chaperone badges, and poster distribution; supports the Director in all operational initiatives for the RLC, including helping to manage the calendar and requests for RLC spaces; and assist in the management of RLC space work requests
QUALIFICATIONS
ABOUT THE ORGANIZATION
The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace. We believe in a staff culture that benefits from a wide range of experience, backgrounds, and career paths, and we encourage nontraditional candidates to apply.