The Spurlock Museum seeks a colleague with experience in business operations and financial planning to join our team. We value a strong commitment to ethical practices in cultural heritage management, creative thinking, and enthusiasm for collaborative work. The successful candidate will enjoy working in an environment that promotes innovation and experimentation and be dedicated to making the Spurlock Museum a welcoming and inviting space for our community. The Spurlock Museum team is a diverse and talented group of museum professionals that promote transparency, thoughtfully dismantle traditional gate-keeping museum practices, prioritize reparative practices, and centers diversity, equity, access, and inclusion in our work.
The Assistant or Senior Assistant Director of Operations serves as deputy to the Museum Director and actively promotes and implements the Director’s initiatives, leads and coordinates the day-to-day museum operations, and advances the mission and core values of the Spurlock Museum. They are responsible for the strategic development and implementation of business operations, financial policies and reporting, and facilities management. At the senior level, as part of the Museum’s senior leadership, they mentor staff in professional practices related to finance, policy, and strategy.
Duties & Responsibilities
Finance, Research, and Policy
· Manage finances and resources.
· Monitor expenses, budgets, and resource use to ensure the Museum meets its mission to be an ethical steward of its resources. Prepare and analyze periodic financial reports. Ensure the use of gift and endowment funds are consistent with donor intent.
· Research and maintain up-to-date knowledge on University policies and museum best practices related to finances and operations.
· Advise the Director on internal policy decisions related to finance and operations. (Senior level- Develop budgets and budget reports for internal, College, and University purposes. Engage in short and long-term resource planning with the Director.)
· In partnership with the Director, develop budgets and budget reports for internal, College, and University purposes. Engage in short and long-term resource planning with the Director.
· In collaboration with other museum staff, research, develop, and execute all contracts, memorandums of understanding, and requests for proposals in the contracts system. Serve as back-up to the Director/Unit Head in the system.
· Serve as proxy for the Museum Director in Chrome River, approving purchase and travel card expenses, as necessary.
· Research, develop, and implement practices to ensure an inclusive work and learning environment at the Museum. Partner with other staff at the Museum, College, and University to develop resources to strengthen and grow the diversity of the Museum’s workforce.
· Develop financial and operations reports for accreditation, audits, grants, and other needs and purposes.
· With other Museum, College, Sponsored Programs Administration (SPA), and University staff, assist in the preparation of grants and sponsored projects. Manage awarded grants and ensure all deadlines, reporting, and requirements are met. Monitor cost-shares, expenses, and appointments related to grants.
· (Senior level) Assist the Director with strategic planning processes that involve numerous stakeholders. Lead Museum staff in developing strategic goals and priorities and tracking measurable progress towards goals.
· (Senior level) Mentor staff in professional practices related to Museum finance, policy, and strategy.
Operations
· Oversee management of all facilities and their operations, including scheduled maintenance, work orders, repairs, and inspections. Ensure facilities are safe, clean, welcoming, and accessible, and manage compliance with Americans with Disabilities Act (ADA) requirements and best practices.
· Inspire and support a visitor-centered approach to all facilities and operations projects.
· Develop and schedule Visitor Services and operations related trainings for the entire staff, including staff emergency drills, CPR/emergency certification, de-escalation training, and creating a welcoming environment for all visitors.
· Lead Museum staff in ensuring the safety of people, facilities, collections, and other resources.
· Manage insurance coverage in consultation with the Museum Director and provide information to University departments to ensure protection of people, collections, resources and loaned works.
· Respond to alarms during, before, and after business hours, when needed.
· With participation of other Museum staff, develop and maintain training manuals, communications, and other materials that outline operations, expectations, and procedures regarding facilities and operations of the Museum. (Senior level- Develop and maintain training manuals, communications, and other materials that outline operations, expectations, and procedures regarding facilities and operations of the Museum.)
· Serve as lead project manager for renovations and facilities projects in collaboration with the College’s facilities staff and the Director.
· Leading by example, inspire, develop, and mentor a team of Museum staff members including a Business Manager (direct report), Manager of Visitor Services and Events, (direct report), Visitor Services Associates/Security Guards, and Student Visitor Services Assistants.
· Serve as deputy to the Museum Director. Attend meetings, events, and appointments as needed when the Director is unavailable.
· (Senior level) Assist the Director with the Museum’s human resource activities including hiring, writing job descriptions, performance management, and other activities as assigned by the College’s and University’s human resources departments.
· (Senior level) Mentor staff members in skills and professional practices related to Museum operations.
Participate in Museum-wide initiatives and other professional activities that contribute to the missions of the Museum and the University of Illinois
· Attend staff meetings and actively participate in planning and evaluation of the Museum.
· Actively participate in creating a Museum work environment that is supportive, respectful, welcoming, and collaborative.
· Attend Museum events and assist in promoting the Museum on campus and in the community.
· Actively participate in creating and reviewing Museum policies and procedures.
· May serve on community or campus committees, working groups, or participate in other advisory groups.
· Remain active in appropriate professional groups and develop conference or informational presentations when appropriate.
· (Senior level) Plan and lead staff meetings and advisory board sessions related to finance and operational issues.
Required Qualifications
Bachelor’s degree in business administration, management, or a field related to the position.
Three (3) years [Senior level 5 years] of professional business, financial, and/or managerial work experience with responsibility for supervising a team.
Demonstrated project management and budget development experience. (Senior level- Demonstrated project management, budget development, and facilities management experience.)
Demonstrated work experience in a nonprofit, arts/cultural organization, or higher education setting. (Senior level- Demonstrated experience with grant writing, implementation, and reporting in a nonprofit, arts/cultural organization, or higher education setting.)
Preferred Qualifications
Assistant Director:
Masters degree in business, accounting, management, or museum-related field.
2 years of experience in facilities management.
Evidence of successful grant writing, implementation, and reporting.
Experience working for an organization committed to supporting diversity, equity, access, inclusion, and belonging.
Senior Assistant Director:
Masters degree in business, accounting, management, or museum-related field. Experience working for an organization committed to supporting diversity, equity, access, inclusion, and belonging.
2 years of experience in human resources, including hiring, performance evaluation, and recruitment and retention of staff from diverse backgrounds and under-represented groups.
Preferred qualifications for both levels:
- Ability to build rapport and establish effective working relationships with co-workers and stakeholders
- Awareness of, and sensitivity to, cultural and linguistic differences
- Commitment to diversity and inclusion
- Ability to assume responsibility and to work independently with minimum guidance
- Demonstrated effective organization, supervisory and communication skills desired to provide daily leadership
- Ability to work with diverse range of college and departmental personnel, including deans, college staff, department heads, and departmental financial and human resource personnel
- Ability to work collaboratively
- Senior level- Demonstrated effective customer service skills
Appointment Information
This is a 100% full-time Civil Service 5010 – Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. The starting salary for position is $70,000. Actual starting salary will be determined by the candidate’s credentials and alignment with the position requirements.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on November 13, 2023. To apply for this position, please create a candidate profile at https://jobs.illinois.edu. Use the Apply Now button on the posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. References will only be contacted if candidate becomes a finalist for the position. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences.
In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.
For further information about this specific position, please contact spurlock-business-office@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.
Requisition ID: 1015978
Job Category: Administrative
Apply at: https://jobs.illinois.edu
Categories: Job Postings