Facility and Security Manager, Smart Museum
University of Chicago
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.
About the Department
The Facility and Security Manager has primary responsibility for heading museum security, protecting people, art objects and the Smart Museum facility. The position serves as the primary liaison with University Facilities Services and University Safety and Security offices, and provides overall facilities management for the Museum. The role also oversees the Guests Services team of front-line staff, including regular full time and part-time professional staff and student workers and also manages the Museum’s rental events program. The Facility and Security Manager reports to the Dana Feitler Director of the Smart Museum or their designee.
- Ensures the Museum maintains high standards for security and facilities in keeping with field-wide best practices. In partnership with supervisor, recommends, develops, and implements policies, procedures and systems for Museum operations and emergency responses that include de-escalation and disaster preparedness training for staff and keyholders.
- Oversees systems such as security systems, alarms, cameras, and key/card access to secure spaces. Manages all security access processes. Serves as the Museum’s primary liaison with University Department of Security and Safety and external vendors.
- Ensures proper security procedures are followed and facility standards are met.
- Develops, implements, and regularly updates opening and closing protocols for the Museum. Oversees training and scheduling for on-site keyholders. Opens/closes the Museum and serves as the primary keyholder when on-site, with support from the Guest Services Coordinator and Assistant positions, who are keyholders after hours and on weekends.
- Oversees short- and long-term maintenance and upkeep of the Museum’s facilities. Serves as primary liaison with University Facilities team. With Facilities, oversees the work of custodial and building engineering teams. Initiates service requests and coordinates implementation with staff for day-to-day needs including maintenance of internal building systems such as HVAC, plumbing, and electrical needs; regular pest control; annual inspections, and upkeep of building exterior and courtyard. Ensures temperature and humidity standards are met and related data is shared with Head Registrar.
- Serves as liaison for larger capital and construction projects as needed in close partnership with University Facilities, the Director’s Office, and internal staff.
- Oversees upkeep of lobby, storage areas, and offices and partners with Lead Technician to address needs related to those spaces. Partners with Head Registrar and Associate Director of Exhibition Design and Production to support maintenance of art spaces (galleries, art storage) as needed.
- Primary liaison to IT Services overseeing Museum’s tech infrastructure and inventory of computers, phones, copiers, and other equipment used by staff.
- Oversees the Museum’s Guest Services operations to ensure a welcoming visitor experience while maintaining the safety of the Museum’s people, art, and facility and compliance with visitor protocols.
- Directly supervises the Guest Services Coordinator who manages the Guest Services staff team including regular part-time and student staff. In the absence of the Guest Services Coordinator, serves as primary Guest Services manager on the floor, occupying the front desk, organizing gallery positions and scheduled breaks, and overseeing front-line staff and their project needs.
- Manages the Museum’s space rental program, currently limited to events with internal campus partners and external contacts that are aligned with the Museum’s mission. Serves as primary contact for rentals and makes facility arrangements, and manages setup/breakdown for events, either directly or as delegated to the Guest Services Coordinator and/or Assistant. Manages contract review and execution process, and internal and external communication and approvals for event needs.
- Oversees space planning and setup/breakdown for internal events and programs.
- Working with the Associate Director of Communications, develops protocols for managing the visitor reservation system, attendance tracking, and other data. With Director’s Office, advises on public hours schedule for Museum during special events and/or holidays.
- Manages the inventory and develops protocols for in-gallery publication sales and tracking, and oversees this work which is managed day-to-day by the Guest Services Coordinator.
- Works closely with Feitler Center Director and Head of Education and Guest Services Coordinator to implement assessment and information gathering at the museum.
- Serves as primary on-call contact and reachable for all museum emergencies outside working hours.
- Plans and manages Facilities, Guest Services, and Events budgets.
- Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiates the hiring process of students and staff for a unit, which includes the processing of payroll.
- Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
- Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
- Performs other related work as needed.
Education:Minimum requirements include a college or university degree in related field.
- Bachelor’s degree.
- Demonstrated experience of 5+ years in facility management, operations, and building maintenance.
- Experience working with arts, museums and/or University facilities.
- Experience supervising full and part-time staff.
Technical Skills or Knowledge:
- Familiarity with museum facility needs and operations.
- Knowledge of museum operations and best practices as defined by the American Alliance of Museums.
- Competent computer skills, including knowledge of word-processing, spreadsheet programs and familiarity with facility management and systems software.
- Demonstrated ability in financial/ budgetary processes.
- Strong organizational skills. Oversee complex projects and schedules, maintain deadlines, work within budgets, set priorities and manage several projects simultaneously. Successfully manage a workload which balances long-range planning with the unanticipated daily demands of Center operations.
- Excellent written and spoken communication skills. Synthesize and accurately present relevant information, and handle sensitive information with discretion.
- Demonstrated success in building collaborative relationships with diverse constituencies, including faculty, students, staff, artists, and community members.
- The temperament to work with a diverse and demanding population.
- Demonstrated history of creating and implementing systematic procedures that maintain high quality facilities.
- Evening and weekend availability, as the position will be the primary contact for coordinating response to any after-hours emergencies.
- The successful management of the museum facility involves conducting regular building rounds and remaining in a stationary position for extended periods of time.
- Considerable office work.
- Occasional movement of chairs and tables (10 to 50 lbs) to set up events.
- Resume/CV (required)
- Cover Letter (required)
- Professional References Contact Information (3) (preferred)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Administration & Management
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
The 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.