Program Administrator, Open Practice Committee - JR24610-3800

at University of Chicago in Chicago, Illinois, United States

Job Description

• Plans and schedules Department of Visual Arts (DoVA) OPC events, programs, and outreach. Coordinates event-day logistics.
• Produces and manages public and curricular events from beginning to end for academic lectures, moderated conversations, screenings, performances, studio visits, critiques, and alumni exhibitor's booth at EXPO Chicago.
• Secures and transforms appropriate event room, assists in preparing speaker presentations, manages video and audio recording equipment, manages a large group public reception, and transportation/installation of artwork for EXPO booth.
• Stewards and hosts visiting speakers, critics, and program prospects during their visit to DoVA.
• Compiles data to be used in event and program evaluation. Contributes to improvements by implementing ideas as they are identified.
• Curates and directs a full academic year of public programming relevant to the work of faculty, students, and various arts organizations on campus.
• Introduces guest speaker(s) to audience, moderates events
• Curates the UChicago Arts/ DoVA annual exhibitor's booth at EXPO Chicago featuring artwork from recent alumni of the graduate program.
• Provides expertise and works closely with faculty members to support their university initiatives involving collaboration with others both inside and outside of the Department including traveling seminars abroad, curated exhibitions on the university campus, and public programming.
• Partners with faculty and administrators to organize and manage orientation, MFA admissions process, faculty job searches, and academic projects.
• Arranges student trips, working with the university's international centers as well as travel agents, visa service agencies, and the Study Abroad office.
• Executes invitation and event logistics including drafting thorough itineraries, securing airline and lodging reservations, connecting visitors to relevant personnel throughout the university, providing dietary and transportation needs while on campus, placing catering orders, making room reservations, securing alumni EXPO Chicago booth, and creating thorough schedule for week-long fair at Navy Pier.
• Oversees OPC and EXPO Chicago budget and tracks expenses to ensure budget stays on target throughout the year.
• Provides expertise to the department in paying and reimbursing visiting artists, independent contractors, students, and staying up to date in policies and procedures. Processes payments, wire transfers, and reimbursements.
• Manages sales transactions and contracts on behalf of the exhibiting artists during EXPO Chicago.
• Assists with identification and resolution of DoVA OPC event and program needs, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve problems as they arise.
• Supports and mentors students during their two years in the graduate program and recent alumni during their teaching fellowship and participation in EXPO Chicago.
• Offers professional advice, gives studio visits to discuss development of student work, participates in end-of-quarter critiques, supports culture of the department initiatives, helps guide the student-run Cluster Talk Committee, facilitates 1-on-1 discussions with alumni to aid and promote their professional development during EXPO Chicago.
• Tracks and records student and alumni accomplishments by maintaining a professional relationship with DoVA alumni and regularly inviting alumni to participate in critiques, studio visits, and public programming.
• Supervises temporary and student workers. Delegates responsibilities as needed and appropriate.
• Manages the departmental website and public facing platforms including upkeep of relevant calendars, social media accounts, graphics, and departmental publicity updated with relevant news and information.
• Directs and oversees the long-term archiving of OPC events, including recording live events when permitted and editing the documentation for future viewing.
• Collaborates with the Visual Resource Center (VRC) to ensure OPC video archive is up to date and accessible to all university members.
• Maintains guest lists and assists with mailing invitations and creating brochures for the event.
• Compiles data to be used in event and program evaluation. Contributes to improvements by implementing ideas as they are identified, with general direction from others.
• Performs other related work as needed.

• Masters-level degree in a related field.

• Working in higher education administration.
• Event production and stewardship.
• Program curation, administration, and logistical background.
• Familiarity with budgets and financial activities.

• Microsoft Suite.

• Hybrid schedule.
• There may be some nights and weekends depending on event activities.

• Resume/CV (required)