Operations Manager

Part-time; Hourly
20-25 hours per week, plus some evening and special events as necessary
Salary range of $20 – $24/hour, depending on experience
Flexible schedule; On-site

The Elmhurst Art Museum seeks an Operations Manager to manage the day-to-day business
operations of the museum offices, including general correspondence, human resource filing,
insurance coverage, purchasing, facility maintenance estimates and payments, and other
aspects of museum administration. Working closely with the Executive Director, he/she provides
strong organizational grounding and accurate reporting for the organization.

The work culture of the Elmhurst Art Museum consists of a mix of 7-9 full-time and part-time
staff who work collaboratively to ensure that the Museum is a vibrant, active, and welcoming
space. We are a privately funded 501(c) (3) organization governed by a Board of Directors who
also serve with staff on several committees that advise the programs and operations. With
15,000+ square feet of exhibition, education and event space, the Museum is one of the few art
venues that provides access to world-class art and cultural programs to people west of Chicago.

As a central part of the team, the Operations Manager will be integral to realize a long-term
vision towards making contemporary art and modern architecture accessible to a general public
by coordinating between departments, communicating with the board, supporting fellow staff
members, working with external vendors, and other related administrative tasks.

DUTIES

1. Administration
   1. Correspondence
      i. General correspondence and administrative assistance for the Executive
      Director
      ii. Maintain meeting schedule for Board and Committee meetings
   2. Human Resources
      i. Assist with recruitment and onboarding of new employees
      ii. Benefit coordination and tracking (PTO, holidays)
      iii. Maintain confidential personnel files for all employees
      iv. Serve as a central point of HR contact for museum staff including
      incoming paperwork, perform background checks, and issue security
      badges
   3. Vendors
      i. Work with the Executive Director to schedule/coordinate service calls for
      maintenance and repairs, as well as collecting work estimates
      ii. With the Executive Director, manage contracts, vendor payments, and
      scheduling of contractors
      iii. Purchasing for the museum (office and other supplies as needed) and
      track all expenditures
      iv. Assist in other museum operations as needed
2.  Record Keeping
   1. Review and maintain records of all business transactions and contracts
      including insurance, venue rentals, computer/web hardware and software,
      education center classes, camps, facilities and independent contractors
   2. Maintain forms and correspondence with external bookkeepers
   3. Oversee invoice payment processes
   4. Complete W-9s and 990s for contractors working at the museum
   5. Assure compliance with all non-profit state and federal regulatory requirements
      including internal paperwork for yearly financial audit

PROFESSIONAL REQUIREMENTS

• Three to five years administrative experience. Preference within the nonprofit sector.
• Must be an experienced user of Microsoft Office and Google Suite
• Excellent planning and administrative management skills
• Interpersonal skills necessary for working in a supportive, mission-driven organization
  focused on improving quality and productivity, reducing costs and developing people and
  systems to enhance the organization
• Bachelor’s degree.
• Skill and willingness to take initiatives to proactively anticipate organizational needs
  including the ability to meet external and internal deadlines
• Interest in visual art/museums helpful in understanding EAM’s culture and vision
• Ability to provide creative solutions and utilize diplomatic skills with minimal supervision
• Ability to work a flexible schedule that may include occasional evening and weekend
  assignments