The University of Chicago
Guest Services Team Lead, Events, Smart Museum
The University of Chicago, Chicago, Illinois, United States, 60290
DepartmentAI Museum Operations
About the DepartmentAs 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 SummaryThe Guest Services Team Lead – Events promotes a positive visitor experience and ensures protection of the Smart Museum’s art objects by managing the Guest Services team that welcomes Museum event attendees and ensures compliance with Museum visitor protocols. This role also acts as the primary contact and on-site manager for Smart Museum events, University of Chicago events at the Smart Museum, and external venue rental events. The Guest Services Team Lead - Events is responsible for the general management of the event front-line staff including full-time and part-time staff, as well as University students. This position also addresses event attendee issues and questions as well as any facilities and securities issues that arise when they are serving as the primary keyholder for the Museum. The Guest Services Team Lead - Events reports to the Deputy Director.
Responsibilities
Acts as the primary contact for event rental requests for Smart Museum staff, University of Chicago departments, and external customers.
Actively manages the Smart Museum (internal and external) event calendar to ensure proper staffing and security.
Ensures that the event overview sheets are completed in a timely fashion to verify the key contact for the event, the event start/stop time, and proper setup is executed.
Assists the Smart Communications staff to update and maintain the venue rental website pages and promotional collateral. Supports and holds Guest Services staff accountable for their areas of responsibility including knowledge of the Museum’s mission and current program offerings, safety procedures, customer service, and commitment to diversity, equity, inclusion, and accessibility. Provides coaching, feedback, and performance management to staff.
Oversees scheduling and proactively ensures appropriate Guest Services staffing levels for daily operations as well as off-hours activities and events. On the rare occasions that additional security staff is needed, oversees communication and scheduling with the University’s security services contractor (Allied Universal). Primarily staffs front desk and gallery positions as needed to cover staff breaks.
Ensures compliance with Smart Museum visitor protocols including protection of art objects and files incident reports with the Registration and Exhibitions teams as needed. Implements policies and procedures within the Guest Services team to support museum service standards, enhance the visitor experience, implements assessments as directed, and establishes benchmarking standards of service for the Guest Services team. Maintains and updates training manuals for Guest Services staff.
Assists Guest Services staff in responding to patron issues and questions, including calls and emails regarding events at the Smart Museum.
In coordination with the Exhibitions team, develops training materials and procedures for each exhibition to ensure that the Guest Services team effectively manages project-specific needs, including turning audio/visual (a/v) equipment on and off, checking regularly to ensure that a/v equipment is working properly, etc. Also ensures that collateral materials are properly maintained.
Implements protocols for managing the visitor reservation system, attendance and visitor information gathering, and other data as directed. Maintains necessary documentation including museum attendance records, and regularly communicates this information to other staff.
Manages the day-to-day activities related to publications sales in the museum building, including training staff, managing sales functions, and tracking inventory.
Serves as one of the primary keyholders responsible for opening and closing the Museum during after-hours and weekend events.
Ensures that security procedures are followed when opening and closing the museum and galleries.
Responds to facilities and securities issues that arise when the Deputy Director is unavailable.
Works with colleagues across the Museum with space planning and setup/breakdown for rentals, events, and programs. Staff rentals, events, and programs as scheduled and needed.
Works with colleagues across the Museum to support ongoing operations including support for operations and facilities, development, public practice, registration, academic engagement, etc.
Provides support for the development and deployment of productions and programs.
May act as a liaison with the community. Presents information about programs and the theatre to the public.
Performs other related work as needed.
Minimum QualificationsEducation:Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience:Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Preferred QualificationsEducation:
College or university degree in related field.
Experience:
3 to 5 years work experience in event management, preferably with museum or similar guest-facing environment.
Background effectively managing teams working in a guest-facing environment.
Technical Skills or Knowledge:
Knowledge of museum standards.
Skilled with technology tools, including Windows computer environment, Microsoft Office, etc.
Preferred Competencies
Working knowledge of customer services standards in museums or similar environments.
Multitask within a fast-paced environment.
Excellent time management skills to stay organized and prioritize responsibilities.
Excellent organizational and analytical skills with strong attention to detail.
Comfortable with public speaking and experience writing communications, preparing and delivering presentations, trainings, and written materials.
Strong interpersonal skills, including demonstrated ability to foster partnership and collaboration, and to lead, manage and motivate others.
A solid understanding of University and community engagement or direct experience working collaboratively with individuals from all sectors of the University community and a commitment to diversity, equity, inclusion, and accessibility.
Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the Smart Museum and University.
Working Conditions
Extended periods of stationary work.
Moving around the museum to attend to visitors' and colleagues' needs.
Moving objects up to 20 pounds.
Working evening and weekend shifts.
Application Documents
Resume/CV (required)
Cover Letter (preferred)
Job FamilyMuseum & Arts
Role ImpactIndividual Contributor
FLSA StatusNon-Exempt
Pay FrequencyBiweekly
Scheduled Weekly Hours37.5
Benefits EligibleYes
Drug Test RequiredNo
Health Screen RequiredNo
Motor Vehicle Record Inquiry RequiredNo
Posting StatementThe University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.
Staff 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.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
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.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
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About the DepartmentAs 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 SummaryThe Guest Services Team Lead – Events promotes a positive visitor experience and ensures protection of the Smart Museum’s art objects by managing the Guest Services team that welcomes Museum event attendees and ensures compliance with Museum visitor protocols. This role also acts as the primary contact and on-site manager for Smart Museum events, University of Chicago events at the Smart Museum, and external venue rental events. The Guest Services Team Lead - Events is responsible for the general management of the event front-line staff including full-time and part-time staff, as well as University students. This position also addresses event attendee issues and questions as well as any facilities and securities issues that arise when they are serving as the primary keyholder for the Museum. The Guest Services Team Lead - Events reports to the Deputy Director.
Responsibilities
Acts as the primary contact for event rental requests for Smart Museum staff, University of Chicago departments, and external customers.
Actively manages the Smart Museum (internal and external) event calendar to ensure proper staffing and security.
Ensures that the event overview sheets are completed in a timely fashion to verify the key contact for the event, the event start/stop time, and proper setup is executed.
Assists the Smart Communications staff to update and maintain the venue rental website pages and promotional collateral. Supports and holds Guest Services staff accountable for their areas of responsibility including knowledge of the Museum’s mission and current program offerings, safety procedures, customer service, and commitment to diversity, equity, inclusion, and accessibility. Provides coaching, feedback, and performance management to staff.
Oversees scheduling and proactively ensures appropriate Guest Services staffing levels for daily operations as well as off-hours activities and events. On the rare occasions that additional security staff is needed, oversees communication and scheduling with the University’s security services contractor (Allied Universal). Primarily staffs front desk and gallery positions as needed to cover staff breaks.
Ensures compliance with Smart Museum visitor protocols including protection of art objects and files incident reports with the Registration and Exhibitions teams as needed. Implements policies and procedures within the Guest Services team to support museum service standards, enhance the visitor experience, implements assessments as directed, and establishes benchmarking standards of service for the Guest Services team. Maintains and updates training manuals for Guest Services staff.
Assists Guest Services staff in responding to patron issues and questions, including calls and emails regarding events at the Smart Museum.
In coordination with the Exhibitions team, develops training materials and procedures for each exhibition to ensure that the Guest Services team effectively manages project-specific needs, including turning audio/visual (a/v) equipment on and off, checking regularly to ensure that a/v equipment is working properly, etc. Also ensures that collateral materials are properly maintained.
Implements protocols for managing the visitor reservation system, attendance and visitor information gathering, and other data as directed. Maintains necessary documentation including museum attendance records, and regularly communicates this information to other staff.
Manages the day-to-day activities related to publications sales in the museum building, including training staff, managing sales functions, and tracking inventory.
Serves as one of the primary keyholders responsible for opening and closing the Museum during after-hours and weekend events.
Ensures that security procedures are followed when opening and closing the museum and galleries.
Responds to facilities and securities issues that arise when the Deputy Director is unavailable.
Works with colleagues across the Museum with space planning and setup/breakdown for rentals, events, and programs. Staff rentals, events, and programs as scheduled and needed.
Works with colleagues across the Museum to support ongoing operations including support for operations and facilities, development, public practice, registration, academic engagement, etc.
Provides support for the development and deployment of productions and programs.
May act as a liaison with the community. Presents information about programs and the theatre to the public.
Performs other related work as needed.
Minimum QualificationsEducation:Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience:Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Preferred QualificationsEducation:
College or university degree in related field.
Experience:
3 to 5 years work experience in event management, preferably with museum or similar guest-facing environment.
Background effectively managing teams working in a guest-facing environment.
Technical Skills or Knowledge:
Knowledge of museum standards.
Skilled with technology tools, including Windows computer environment, Microsoft Office, etc.
Preferred Competencies
Working knowledge of customer services standards in museums or similar environments.
Multitask within a fast-paced environment.
Excellent time management skills to stay organized and prioritize responsibilities.
Excellent organizational and analytical skills with strong attention to detail.
Comfortable with public speaking and experience writing communications, preparing and delivering presentations, trainings, and written materials.
Strong interpersonal skills, including demonstrated ability to foster partnership and collaboration, and to lead, manage and motivate others.
A solid understanding of University and community engagement or direct experience working collaboratively with individuals from all sectors of the University community and a commitment to diversity, equity, inclusion, and accessibility.
Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the Smart Museum and University.
Working Conditions
Extended periods of stationary work.
Moving around the museum to attend to visitors' and colleagues' needs.
Moving objects up to 20 pounds.
Working evening and weekend shifts.
Application Documents
Resume/CV (required)
Cover Letter (preferred)
Job FamilyMuseum & Arts
Role ImpactIndividual Contributor
FLSA StatusNon-Exempt
Pay FrequencyBiweekly
Scheduled Weekly Hours37.5
Benefits EligibleYes
Drug Test RequiredNo
Health Screen RequiredNo
Motor Vehicle Record Inquiry RequiredNo
Posting StatementThe University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.
Staff 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.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
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.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
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