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Secretary & Assistant to the Chair, Prints and Drawings

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.

Provides secretarial and administrative support for the Department Chair and wide-ranging support to the staff of the Department of Prints and Drawings.

- Provides general administrative support for the department Chair and staff. Maintains calendars, acts as principal department receptionist, collects, sorts and distributes mail, manages correspondence, department files and office supplies, and addresses inquiries to the department.
- Provides assistance with Chair and staff travel and subsequent expense reporting.
- Assists in managing departmental funds and operating budget; reconciles the department's bookkeeping records with accounting's general ledgers; resolves any discrepancies.
- Assists in organizing Prints and Drawings Committee meetings, including scheduling meeting dates and times, working with Bon Appetit and other logistical support, and distributing materials to Committee. Drafts correspondence with Committee members, donors, and dealers relating to Committee business for the Chair’s signature.
- Serves as coordinator and treasurer for the Prints and Drawings Associates, the departmental affiliate group. Maintains membership and financial databases, assists with program planning, coordinates all events, and manages electronic newsletter.
- Acts as back-up for Study Room Monitor when needed
- Acts as liaison to other departments such as Learning and Public Engagement, Development, and Public Affairs, in planning and promoting department programs.
- Performs other duties as required.

- Bachelor’s Degree in the History of Art, Arts Administration, or related field preferred. A minimum of 3 years administrative experience preferred.
- Proficiency with Microsoft Office (i.e. Word, Excel, PowerPoint) required. Ability to learn museum-specific collection database and budget systems. Experience with InDesign and Photoshop preferred.
- Excellent written and oral communication, interpersonal, and organizational skills required. Ability to communicate effectively and diplomatically with a wide range of people from in-house staff to high-level donors is also required.
- Ability to flexibly adapt to changing departmental needs, work well with staff at all levels, manage detailed information, and meet regular deadlines while managing multiple projects.
- The ideal candidate will be highly organized, detail oriented, and efficient in a fast paced environment.


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