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https://illinoisjoblink.illinois.gov/jobs/12178678 Department
AI Museum Director
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. The Smart Museum
is celebrating its 50th anniversary this academic year.
Job Summary
The Associate Director of Finance and Grants Management facilitates
financial planning and management, financial processing and reporting,
grants management, and development functions including grant reporting.
This position also coordinates other organization administrative
processes including supply ordering and equipment management. This role
manages a broad range of business operations and organizational
activities. Develops and implements select financial procedures and
policies and ensures compliance. Prepares and monitors the budget for
the Museum.
Responsibilities
- Collaborates with the Museum\'s Senior Leadership Team to develop
and monitor budgets, provide budget guidance, forecasting, spending
analysis and revenue projections, utilizing expertise in the
University\'s financial systems and knowledge of non-profit/higher
education best practices.
- Leads daily financial activities of the museum, monitoring and
reconciling accounts, researching, compiling, and analyzing
financial data to create reports, proposals, business plans, and
other financial documents to facilitate strategic decision-making.
- Monitors budgets and leads regular meetings with members of Senior
Team to share and review monthly financial reporting and cost
allocations, ensuring budgets remains on track and spending is
correctly allocated for each project. Monitors bills and ensure
payments are on schedule.
- Manages payment processes including vendor relations, processing of
invoices, awards, honoraria, reimbursements, and stipends, including
student payments; prepares and approves monthly GEMs
reconciliations, etc.
- Works with procurement and other relevant university parties to
review vendor bids and contracts.
- Collaborates with Director of Development to track progress toward
fundraising goals.
- Prepares presentation material on Smart\'s revenue, spending, and
fundraising, and attends meetings to present on the Smart\'s
finances.
- Stays updated on university procedures, system updates, and
compliance requirements impacting Museum finance; identifies
potential impact and required changes; promotes and communicates
best practices.
- Uses best practices to develop and implement sound financial
processes and procedures and ensure compliance.
- Collaborates with the Senior Team in the pursuit of grants and
funding proposals.
- Works closely with Alumni Relations & Development for grants and
gifts management, including processing all grants through University
grants management system AURA and serving as the primary liaison
with University Research Administration. Compiles interim and final
financial reports for grants and gifts. Ensures that grant funds are
used in accordance with donor restrictions and guidelines.
- Supports the preparation and management of grant and contract
proposals, ensuring compliance with all University, federal and
private foundation guidelines and regulations. Develops financial
reports and assists with seeking funding for grants.
- Oversees supply ordering for the Museum including office,
exhibition, and collections management supplies.
- Works in partnership with UChicago Arts Human Resources to support
processes related to staff onboarding and offboarding, payroll,
contracts, and other related payments.
- Works in partnership with IT Services and UChicago Arts to
coordinate computer and office equipment leases and support.
- Supports Senior Team with booking travel arrangements and
accommodations for outside speakers and visitors, arranging per diem
payments for couriers, and other related needs.
- Uses best practices to develop and execute organization\'s
operational and overall strategic plan. Develops and implements
relevant policies and procedures and ensures compliance.
- Plans, develops, analyzes and manages budget, including developing
multi-year budget forecasts. May oversee the preparation and
management of grant and contract proposals, ensuring compliance with
all University, federal and private foundation guidelines and
regulations. Develops financial reports and assists with seeking
funding for grants.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in