Associate Director of Hilbert Museum Operations at Chapman University in Orange, California

Job Description:

Position Title:

Associate Director of Hilbert Museum Operations

Limited-Term (Renewable)

SA51124

full-time 40 hours weekly

Exempt

$90,000-$100,000/ annual salary

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate's qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

The Associate Director of Operations is responsible for overseeing the business and operational functions of the Hilbert Museum of California Art, a university art museum that has become a major tourist attraction in Southern California, attracting more than 70,000 visitors annually while charging no admission fees. The Associate Director assists in leading the museum, overseeing three staff members. This position ensures that the museum operates efficiently and professionally, maintaining high standards for financial management and institutional compliance and collaborating with Facilities Management, Public Safety and Fire & Life Safety offices. This role also oversees event planning and ensures new initiatives and programs are well-organized. The Associate Director of Operations works closely with relevant university departments, external vendors, and museum staff to support the museum's mission and strategic goals.This position will have a secondary reporting relationship to the Assistant Vice President of Advancement Operations for specific functions related to budget management.This position is eligible for participation in our health and welfare benefits, supplemental retirement plan, accrued sick time, vacation, and holiday pay.

Financial and Budgetary Oversight

• Develop and manage the museum's operational budget in coordination with the Museum Director and under the direction of the Assistant Vice President of University Advancement.


• Assist in financial planning and resource allocation to support museum programming and strategic initiatives.


• Monitor expenditures, oversee vendor contracts, and ensure compliance with university financial and operational policies. Ensure strong fiscal stewardship.


• Assist with monthly fiscal close process to ensure smooth, timely month-end and fiscal year close processes.


• Maintain working knowledge of the financial reporting system and fiscal policy.


• Partner with University Advancement to ensure donations delivered to the museum follow all university policies and are properly accepted and processed.

• Supervise the Office and Events Manager, Museum Assistant and Education Program Manager.


• Oversee staff schedules, operational workflows and internal communications to optimize efficiency.

• In coordination with Facilities Management, oversee and manage the daily operations of the museum's physical facilities, ensuring proper maintenance and repairs.


• Coordinate with Facilities Management on structural maintenance, HVAC, climate control and security systems.


• Supervise special projects related to museum infrastructure.


• Liaise with university Public Safety and Fire & Life Safety regarding security operations and safety planning, as needed.


• Coordinate with Public Safety and Fire & Life Safety to offer staff training programs related to safety, emergency procedures, and risk management.

• In coordination with IS&T, ensure the proper functioning of museum IT systems, including security technology, museum registration and event ticketing reports, and collections management databases.


• Collaborate with Museum Registrar to maintain and monitor gallery climate controls to preserve artwork and ensure compliance with conservation standards.

• Serve as the primary liaison with Legal Affairs and Risk Management to ensure compliance with institutional policies, as it relates to business operations.


• Oversee the implementation of university policies as well as relevant regulations and laws within the museum.

• Bachelor's degree in museum studies, business administration, arts administration, facilities management, or a related field; advanced degree preferred.


• Minimum of five years of experience in museum operations or business administration, preferably in a university or nonprofit setting.


• Demonstrated experience managing staff, budgets and vendor contracts.


• Excellent judgment, tact and diplomacy; the ability to represent Chapman University in a positive light with external constituents.


• Ability to understand and implement institutional policies, regulations, and laws as they apply to the operations of the museum.


• Strong problem-solving skills and ability to work in both high-pressure and routine situations.


• Exceptional organizational and communication skills, with an ability to collaborate across multiple departments.


• A proactive and detail-oriented approach, ensuring efficiency and high operational standards.


• A safe and mindful approach around works of art, museum equipment and visitor spaces.

General knowledge of museum best practices, including exhibition installation, conservation and security protocols.

Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.


Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.


The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.