Associate Director of Hilbert Museum Operations
Associate Director of Hilbert Museum Operations
Posted on :
12-04-2025
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Job Description
Job Description Summary
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 70000 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 wellorganized. The Associate Director of Operations works closely with relevant university departments external vendors and museum staff to support the museums 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.
Responsibilities
Financial and Budgetary Oversight Develop and manage the museums 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 monthend 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. Staff Supervision and Operational Workflows Supervise the Office and Events Manager Museum Assistant and Education Program Manager. Oversee staff schedules operational workflows and internal communications to optimize efficiency. Building and Facility Operations In coordination with Facilities Management oversee and manage the daily operations of the museums 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. IT and Infrastructure 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. Risk Management and Compliance 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. Other duties as assigned
Required Qualifications
Bachelors 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 problemsolving skills and ability to work in both highpressure and routine situations. Exceptional organizational and communication skills with an ability to collaborate across multiple departments. A proactive and detailoriented approach ensuring efficiency and high operational standards. A safe and mindful approach around works of art museum equipment and visitor spaces.
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 70000 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 wellorganized. The Associate Director of Operations works closely with relevant university departments external vendors and museum staff to support the museums 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.
Responsibilities
Financial and Budgetary Oversight Develop and manage the museums 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 monthend 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. Staff Supervision and Operational Workflows Supervise the Office and Events Manager Museum Assistant and Education Program Manager. Oversee staff schedules operational workflows and internal communications to optimize efficiency. Building and Facility Operations In coordination with Facilities Management oversee and manage the daily operations of the museums 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. IT and Infrastructure 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. Risk Management and Compliance 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. Other duties as assigned
Required Qualifications
Bachelors 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 problemsolving skills and ability to work in both highpressure and routine situations. Exceptional organizational and communication skills with an ability to collaborate across multiple departments. A proactive and detailoriented approach ensuring efficiency and high operational standards. A safe and mindful approach around works of art museum equipment and visitor spaces.
Required Experience:
Director
Employment Type
Full Time
Key Skills
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