Project Coordinator

Department

AI Feitler Center/Academic Initiatives

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 will celebrate its 50th anniversary in 2024.

Job Summary

In 2024, the Smart Museum launched the collaborative Religion and Cultural Institutions Initiative with the Martin Marty Center for the Public Understanding of Religion in the University of Chicago’s Divinity School. In 2025, the initiative is expanding into a landmark, multi-year grant project. Reporting to the Director of the Feitler Center for Academic Inquiry and Head of Education at the Smart Museum, the newly created Project Coordinator position will be central to advancing a highly organized project management system and particularly focused on Afterlives, collaborating to develop and implement processes and strategies to successfully realize the full scope of the project. The Project Coordinator will collaborate with internal and external stakeholders; support the management of timelines, budgets, records and documentation; and effectively communicate the project’s progress across teams, for public use, and in granting reports. The Project Coordinator will be responsible for maintaining best practices, effective workflows, and a vibrant workplace culture.

This position is a grant-funded three-year full-time staff position, eligible for benefits.

 

Responsibilities

• With direction from the Director of the Feitler Center and Head of Education, coordinates all activities related to the grant project, including but not limited to meetings, programs, exhibition and/or pop-up viewings, and printed and digital publications.
• Reviews and implements project management tools to increase efficiency, provide clear communications internally and externally, and ensure strategic coordination across all involved staff and stakeholders.
• Works with supervisor and the Assistant Director of Finance and Grants Management to track and manage established project budgets; prepare, submit, and file project-related paperwork and other forms; and develop budget-related reports for the project.
• Collaborates with the Smart team to plan, organize, and facilitate programs, from symposia and lectures to workshops and receptions.
• Coordinates with the Smart team to manage all components within the scope of the Afterlives exhibition, including the development, design, production, installation, and deinstallation of the project.
• Coordinates with the Smart team to manage all components within the scope of the Afterlives printed and digital publications, including overseeing the publication schedule and coordinating writers and deliverables, image rights and collection digitization, and publishing house partners.
• Liaises with campus and community partners and supports the development and circulation of communications related to the project.
• As needed, helps manage other education and engagement-related projects.
• Supports regular review of the project calendar and budget; coordinates an appropriate cadence of project-related meetings; and operates as the primary contact for activities related to the project.
• Assists in maintaining instruments for feedback, assessments, and reports across all activations of the project.
• Participates in developing evaluative reports and project presentations, memos, and other communication materials.
• Assists with researching funding opportunities, preparing grant proposals, and drafting and/or editing other written materials with moderate guidance.
• Assists with other administrative projects as needed and acquire higher level guidance and skills.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• One to three years project management experience.

Preferred Competencies

• Familiarity with building, integrating, and socializing project management systems.
• Demonstrated organizational and analytical skills.
• Effectively navigate highly sensitive and secure financial information.
• Solution-oriented, with meticulous attention to detail.
• Strong oral and written communication skills, especially related to managing the flow of information to support project organization, and work collaboratively with others in a team environment.
• Conscientious, self-motivated, resourceful, flexible, and punctual.

Working Conditions

• Typical office environment.
• May remain in a stationary position for up to 6-8 hours.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)
• References Contact Information (3) (preferred)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$55,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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