Interim Program Coordinator

Interim Program Coordinator

The Interim Program Coordinator supports the successful planning, coordination, and execution of the Smart Museum's public programs, campus partnerships, and community engagement initiatives. Reporting to the Director of the Feitler Center for Academic Inquiry and Head of Education, this position provides project management and administrative leadership across a broad portfolio of talks, performances, workshops, screenings, symposia, student programs, and partner events.

Working closely with colleagues across the museum and the University of Chicago, the Interim Program Coordinator manages timelines, logistics, budgets, contracts, communications, marketing, and project documentation to ensure programs are delivered efficiently and with attention to detail. The position also supports campus and community relationships that are important for the programming of the Museum.

Responsibilities include:

• Coordinating the planning and implementation of public programs, campus and student partnerships, and special events from initial concept through project completion.
• Developing and managing project timelines and production schedules for all Museum programs.
• Coordinating program logistics, including participant contracts, travel, payments, catering, audiovisual needs, room reservations, and vendor relationships, and other related needs.
• Serving as project coordinator across departments, ensuring clear communication and timely completion of deliverables.
• Maintaining project documentation, calendars, production schedules, and shared planning tools, such as Airtable and Box.
• Supporting program budgeting, purchasing, expense tracking, and reconciliation. Adheres to University and Museum financial policies.
• Coordinating internal planning meetings, preparing agendas, records action items, and monitors follow-up.
• Assisting with program assessment by maintaining attendance records and reporting data.
• Supporting the development and refinement of departmental workflows and project management systems.
• Developing, leading, and implementing marketing for public program in collaboration with Smart staff.
• Promoting the Museum as a space for students and works to build increasing student participation at the Museum. Serves as lead Museum partner for student and campus groups.
• Maintaining collaborative relationships with faculty, academic departments, centers, institutes, student organizations, and administrative offices across the University of Chicago, especially as it pertains to promoting relevant programs in a timely fashion.
• Coordinating co-sponsored programs with campus partners from planning through implementation.
• In coordination with the Museum Educator, Academic Initiatives, manages campus outreach to ensure that relevant departments, programs, and groups are informed of relevant Smart programming.
• Maintaining relationships with cultural and neighborhood partners, and community-based organizations.
• Coordinating collaborative programs developed with local artists and community partners.
• Coordinating communications and logistics with external partners to ensure successful collaborations.
• Collaborating with museum staff to prepare program information for marketing, web, social media, and print materials. Collects partner/participant materials for press and marketing.
• Drafts and edits program copy as needed.
• Drafts correspondence with speakers, artists, faculty, and community partners.
• Drafts opening remarks.
• Maintains accurate program records and documentation.
• Assists with grant reporting and other departmental reporting as needed.
• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Sets and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Performs other related work as needed.