Division Administrator, Exhibitions, Collections and Buildings

About Us: The Museum of Science and Industry, Chicago is the largest and most interactive science museum in the Western Hemisphere. Chicago’s Museum of Science and Industry (MSI) exposes guests of all ages to awe-inspiring exhibitions that spark curiosity and bring science to life. MSI’s mission – to inspire the inventive genius in everyone – is realized through its world-class exhibitions and engaging guest experiences. The Museum of Science and Industry provides programs and experiences that deepen the engagement of students and teachers in science and science-related disciplines, with a vision to inspire and motivate our children to achieve their full potential in the fields of science, technology, engineering and math.

We offer a creative, collaborative, and innovative environment for our employees. Our employees get great perks such as: benefits starting day one of your employment, free admission to MSI for family and friends, free admission to other museums, free parking in MSI’s garage and more! If you are equally passionate about our vision and want to be surrounded by a team of dynamic, smart and innovative people, the Museum of Science and Industry is the right place for you!

The Job: The Division Administrator provides executive support to the VP, Exhibitions, Collections and Buildings & Chief Creative Officer as well as coordination for multiple key division functions. This role is responsible for organizing and coordinating activities related to the Board of Trustees and Committees meetings which impact the division.

Responsibilities

• Manage the VP's calendar, schedule, and travel by coordinating and scheduling internal and external meetings, tours, and special events.
• Coordinate, schedule, prepare, document, and follow-up for meetings and functions for the Buildings & Grounds and Exhibits and Collections Committees.
• Coordinate special projects and initiatives as assigned.
• Review and organize the VP's email to ensure prompt and deliberate follow-up.
• Coordinate and monitor the division's budget process.
• Manage the division communications (including ECB SharePoint site) and materials (including monthly newsletters, dashboards, presentations, project lists, and special reports).
• Coordinate the division's purchasing and shipping needs.
• Prepare and submit expense reports for the VP.
• Proofread division documents as well as exhibit labels and content.
• Coordinate volunteers and interns assigned to the division.
• Represent the division as the point person for the museum-wide calendar and participate in the weekly museum-wide coordination meetings (as appropriate).
• Maintain the division's digital storage (SharePoint & Box), physical file system, and reference library.
• Proactively respond to questions from Trustees, MSI leadership and staff, guests, vendors, consultants, and the public.
• Other duties as assigned.

Qualifications

• A minimum of five years of related experience. Bachelor's degree is a plus.
• Demonstrated professional ability to maintain a high level of confidential information.
• Aptitude to engage with people and demonstrate patience.
• Ability to interpret an extensive variety of instructions and deal with several abstract and concrete variables.
• Attention to detail and excellent communication skills, both written and oral, are required.
• Demonstrated organizational skills, planning and multi-tasking is required.
• Resourceful in resolving problems or issues independently.
• Strong collaborator with exceptional conceptual and critical thinking abilities.
• Polished and confident communicator with outstanding presentation skills.
• Language:
  • Ability to read and interpret documents such as safety rules and standard operating procedures.
  • Ability to write routine reports and correspondence.
  • Ability to speak effectively before groups of employees of the organization.
• Mathematical:
  • Ability to calculate figures and amounts such as percentages.
• Reasoning:
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, or schedule form.
• Physical:
  • While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.
  • The employee frequently is required to stand, walk, and reach with hands and arms.
  • The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch or crawl; and taste or smell.
  • The employee must occasionally life and/or move up to 25 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Work Environment:
  • The employee is occasionally exposed to wet and/or humid conditions; outside weather conditions; cold; and heat.
  • The noise level in the work environment is usually moderate.

Our DEAI Mission

The Museum of Science and Industry is committed to advancing diversity, equity, accessibility and inclusion across our workforce, experiences, and day-to-day operations. As MSI employees, we are each responsible for making the Museum a welcoming place externally for guests and internally for our colleagues within the scope of our roles.

MSI is an Equal Opportunity/Affirmative Action employer, which includes providing equal opportunity without regard to race, color, religion, gender, national origin, disability, or protected veteran status.