Programs and Events Coordinator - Old Masters Society
The Art Institute of Chicago
February 9, 2018
Full Time - Experienced
The Art Institute of Chicago, founded in 1879, is a world-renowned art museum housing one of the largest permanent collections in the United States. An encyclopedic museum, the Art Institute collects, preserves, and interprets works in every medium from all cultures and historical periods. With a collection of approximately 300,000 art works and artifacts, the museum has particularly strong holdings in Impressionist and Post-Impressionist painting, contemporary art, early 20th century European painting and sculpture, Japanese prints, and photography. The museum’s 2009 addition, the Modern Wing, features the latest in green museum technology and 264,000 square feet dedicated to modern and contemporary art, photography, architecture and design, and new museum education facilities. In addition to displaying its permanent collection, the Art Institute mounts more than 30 special exhibitions per year and features lectures, gallery tours, and special performances on a daily basis
The Old Masters Society (OMS) of the Art Institute of Chicago brings together more than 500 members who share a passion for the art of Europe from the 13th to 19th century. The department plans programs, trips, and social events. Old Masters Society programming includes exhibition previews, receptions, dinner and luncheon lectures by distinguished scholars, and trips to museums and private collections both in the United States and abroad. Members are also treated to exclusive behind-the-scenes tours and unique insights from Art Institute curators.
Organizes and maintains all Old Masters Society (OMS) and records under the supervision of the Associate Director of Auxiliaries; works with affiliate group members, directors and museum curators to achieve annual objectives; oversees budget; coordinates logistics of all OMS programs and activities.
Acts as liaison between Development, affiliate group leadership, and curators in the department of European Painting and Sculpture.
Assists in program creation and event planning, anticipates scheduling requirements and budgetary needs. Reserves museum spaces and, when appropriate, audio-visual and protection services; secures transportation, accommodations, and honorariums for guest speakers and artists. Processes all expenditures and prepares expense reports. Serves as first point of contact at all affiliate-group events, requesting and overseeing additional support staff as needed. Tracks attendance; does post-event follow-up to assess whether program objectives have been met.
Maintains the OMS general operating budgets and all financial records. Acts as liaison between group treasurer, Development, Museum Finance and senior curators. Helps set budget, tracks and distributes budget-to actual report. Tracks specific metrics, such as event expense ratios, as established by the Associate Director of Auxiliaries. Processes all receipts and income in a timely manner. Coordinates approval of all event budgets with Development, curators and volunteers; works to ensure that all budgets are properly disseminated and adhered to.
Organizes, maintains and updates membership records for both affiliate groups. Develops membership prospect list with assistance from the Associate Director of Auxiliaries, volunteers, and curators with the goal of expanding the group. Responds to the needs of all Patron-level members and oversees list of potential upgrades. Engages volunteer leadership as needed to assist with key renewals. Tracks membership trends and provides an annual report. Updates and distributes membership materials. Works with Development Records to ensure that all contact information is up to date.
Oversees and disseminates all affiliate group communications, including mailings and digital invitations. Follows up with Graphic Design and Digital Marketing, proofreading galleys as needed; drafts correspondence for affiliate group leadership. Ensures acknowledgement and thank-you letters are updated and delivered in a timely manner. Archives all communications. Orders stationary and other branded materials. Helps the museum meet its objective of shifting to e-communications in order to reduce expenses and staff time.
Acts as liaison to the board and the various committees of each group; organizes and prepares materials for full board meetings, executive committee meetings, and various ad-hoc meetings. Reserves meeting spaces. Maintains an updated list of these committees.
Coordinates OMS travel by working with Associate Director of Donor Travel via approved external travel partners and curators on trip planning and execution. Updates and distributes itineraries, tracks RSVPs, processes payments in collaboration with Donor Travel. Works closely with Development pre-and post-trip to make sure all objectives are met.
Coordinates and assists in publication of yearly OMS digital newsletter. Coordinates with Member Magazine and museum-wide online marketing in publication of OMS news and events.
Assists Associate Director of Auxiliaries and department curators with tracking the status of OMS Named Funds for use toward acquisitions and other special projects as necessary.
Maintains records and archives, including documentation of past events, special projects, member/donor histories, etc.
Answers phone inquiries and serves as primary respondent to most inquiries.
Performs other duties as required.
Computer requirements: proficiency in the use of MS Office ( required), Raiser’s Edge and Paperless Post (desired)
Minimum 3 years Special Events experience.
Commensurate experience and understanding of working with donors and philanthropic boards.
About The Art Institute of Chicago
The Art Institute of Chicago is a world-renowned art museum housing one of the largest permanent collections in the United States. It is encyclopedic in nature with strong holdings across all media, all traditions and all ages. The Art Institute is particularly recognized for its extraordinary Impressionist, Modern, Contemporary and American collections, among other aspects of its holdings. In addition to housing its permanent collection, it typically stages 35-40 special exhibitions a year. In 2014, it was named by TripAdvisor travelers as the number one museum in the world, a remarkable recognition that speaks not only to the quality of the collection but to the entirety of the visitor experience.
The Art Institute welcomes between 1,400,000 and 1,800,000 visitors a year and has a membership of 100,000. The museum has an annual operating budget of approximately $110 million.
Founded in 1879, the Art Institute grew with the success of Chicago and quickly attained world class stature given the strength of its collection. The Art Institute has expanded several times in its history, most recently and notably with the opening in 2009 of the 264,000 square foot Modern Wing ...designed by internationally acclaimed architect Renzo Piano. The addition has been critically important to the museum as it not only provided much needed gallery space, but also allowed the Art Institute to reorganize its galleries to present the collection in a more logical and accessible fashion. The new addition also includes one of the largest education facilities at any museum and this center has allowed the Art Institute to expand its already impressive array of offerings.