Deputy Director of Operations
Deputy Director of Operations
Posted on :
19-04-2025
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1 Vacancy
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Job Description
Job Description
The Deputy Director of Operations plays a critical leadership role in overseeing the daytoday operations of Gilcrease Museum ensuring its efficient and smooth functioning. This role works in close collaboration with the Executive Director and CEO and the Leadership Team to implement strategies that enhance the museums mission public programs and visitor experience. The Deputy Director is instrumental in managing operational resources facilitating interdepartmental coordination and supporting staff to maintain the highest standards across all operational functions. Essential Functions (Responsibilities): Operational Leadership: Provide executivelevel operational support and daytoday management for Gilcrease Museum ensuring operational efficiency and alignment with the museums goals and mission as well as ensuring compliance with relevant laws and regulations. Staff Oversight: Supervise key operational teams including the Museum Store and Visitor Services Director and team the Finance Assistant for Purchasing Finance and Budget Events Manager (or thirdparty partner) Group Sales Coordinator and external food service partner. Collaborate closely with Facilities Services to ensure the effective management of building systems and infrastructure. Collaboration with Leadership Team: Serve as a key member of the leadership team working to align operational goals with the museums strategic objectives and mission. Participate in strategic planning to ensure operational practices support longterm institutional goals. Financial Strategy and Management: In partnership with the Executive Director and CEO and the leadership team develop financial strategies to ensure the museums sustainable operation. Oversee departmental financial systems to ensure compliance with institutional policies and procedures particularly in relation to purchasing budgeting and financial reporting. Confidentiality and Compliance: Handle sensitive and confidential information with discretion ensuring that all internal and external documentation is maintained in accordance with privacy policies. Ensure compliance with museum policies American Alliance of Museums standards and best practices. Human Resources and Staffing: Collaborate with the Executive Director and CEO and Human Resources to ensure the museums staffing structure evolves to meet operational needs. Oversee the recruitment hiring training and management of both permanent and temporary staff in accordance with university policies. Support managers in resolving personnel issues and identify training and development needs for staff. Work with Museum leadership to foster a positive work environment and promote staff development. Operational Readiness and Event Support: Work closely with the marketing and programming teams to ensure operational readiness for exhibitions public programs and events. Ensure the museums facilities are appropriately staffed and equipped for these activities. Facilities and Vendor Management: Oversee all aspects of Gilcrease Museums facilities including office assignments equipment needs and work orders with Facilities Management. Manage vendor relationships contracts and service agreements related to operational functions. Earned Income and Revenue: Manage and oversee all revenue strategies for generating earned income from museum operations including the Museum Store group sales events and other revenuegenerating initiatives s to ensure the alignment of the museums financial goals with its operational capabilities. Interim Leadership: In the absence of the Executive Director and CEO assume leadership and decisionmaking responsibilities for the museum.
Physical Demands
Office Environment
Required Qualifications
Equivalent Education/Experience Bachelors degree in a relevant field in retail management public administration or nonprofit management is required. A minimum of 10 years of experience or an equivalent combination of education training and experience in a cultural institution or venue. Proven experience in leading and managing teams projects or functions in a museum or similar cultural institution. Knowledge/Skill/Ability Exceptional ability to multitask and manage multiple projects simultaneously driving them to completion. Proficiency with Microsoft Office applications and other standard office software. Strong verbal and written communication skills with the ability to communicate effectively at all organizational levels. Skilled in negotiation diplomacy and fostering positive relationships. Demonstrated ability to collaborate effectively with diverse teams vendors and external partners. High level of confidentiality and discretion in handling sensitive information. Detailoriented with a strong focus on strategic decisionmaking operational planning and continuous improvement. Ability to manage competing priorities in a fastpaced environment and provide solutionsoriented leadership. Strong financial management skills with experience in budgeting resource allocation and financial reporting. Experience in developing and implementing operational plans and strategies to advance an organizations mission and objectives. Special Job Dimensions: Work requires working with highly sensitive or confidential information. Note: The essential job functions and associated qualifications contained in this document describe the general nature and level of the work performed. They are not intended to represent an exhaustive listing or be inclusive of all aspects of the job. The tasks and procedures involved in the performance of the essential job functions may vary from daytoday. Major changes in areas of responsibility may occur as directed by management and will require revision of this job description.
Preferred Qualifications
Museum Experience: Significant experience in museum operations or a related role with a proven track record of leadership and management in a cultural institution. Compliance Expertise: Knowledge of American Alliance of Museums standards and practices to ensure the museums compliance as an AAM accredited institution.
The Deputy Director of Operations plays a critical leadership role in overseeing the daytoday operations of Gilcrease Museum ensuring its efficient and smooth functioning. This role works in close collaboration with the Executive Director and CEO and the Leadership Team to implement strategies that enhance the museums mission public programs and visitor experience. The Deputy Director is instrumental in managing operational resources facilitating interdepartmental coordination and supporting staff to maintain the highest standards across all operational functions. Essential Functions (Responsibilities): Operational Leadership: Provide executivelevel operational support and daytoday management for Gilcrease Museum ensuring operational efficiency and alignment with the museums goals and mission as well as ensuring compliance with relevant laws and regulations. Staff Oversight: Supervise key operational teams including the Museum Store and Visitor Services Director and team the Finance Assistant for Purchasing Finance and Budget Events Manager (or thirdparty partner) Group Sales Coordinator and external food service partner. Collaborate closely with Facilities Services to ensure the effective management of building systems and infrastructure. Collaboration with Leadership Team: Serve as a key member of the leadership team working to align operational goals with the museums strategic objectives and mission. Participate in strategic planning to ensure operational practices support longterm institutional goals. Financial Strategy and Management: In partnership with the Executive Director and CEO and the leadership team develop financial strategies to ensure the museums sustainable operation. Oversee departmental financial systems to ensure compliance with institutional policies and procedures particularly in relation to purchasing budgeting and financial reporting. Confidentiality and Compliance: Handle sensitive and confidential information with discretion ensuring that all internal and external documentation is maintained in accordance with privacy policies. Ensure compliance with museum policies American Alliance of Museums standards and best practices. Human Resources and Staffing: Collaborate with the Executive Director and CEO and Human Resources to ensure the museums staffing structure evolves to meet operational needs. Oversee the recruitment hiring training and management of both permanent and temporary staff in accordance with university policies. Support managers in resolving personnel issues and identify training and development needs for staff. Work with Museum leadership to foster a positive work environment and promote staff development. Operational Readiness and Event Support: Work closely with the marketing and programming teams to ensure operational readiness for exhibitions public programs and events. Ensure the museums facilities are appropriately staffed and equipped for these activities. Facilities and Vendor Management: Oversee all aspects of Gilcrease Museums facilities including office assignments equipment needs and work orders with Facilities Management. Manage vendor relationships contracts and service agreements related to operational functions. Earned Income and Revenue: Manage and oversee all revenue strategies for generating earned income from museum operations including the Museum Store group sales events and other revenuegenerating initiatives s to ensure the alignment of the museums financial goals with its operational capabilities. Interim Leadership: In the absence of the Executive Director and CEO assume leadership and decisionmaking responsibilities for the museum.
Physical Demands
Office Environment
Required Qualifications
Equivalent Education/Experience Bachelors degree in a relevant field in retail management public administration or nonprofit management is required. A minimum of 10 years of experience or an equivalent combination of education training and experience in a cultural institution or venue. Proven experience in leading and managing teams projects or functions in a museum or similar cultural institution. Knowledge/Skill/Ability Exceptional ability to multitask and manage multiple projects simultaneously driving them to completion. Proficiency with Microsoft Office applications and other standard office software. Strong verbal and written communication skills with the ability to communicate effectively at all organizational levels. Skilled in negotiation diplomacy and fostering positive relationships. Demonstrated ability to collaborate effectively with diverse teams vendors and external partners. High level of confidentiality and discretion in handling sensitive information. Detailoriented with a strong focus on strategic decisionmaking operational planning and continuous improvement. Ability to manage competing priorities in a fastpaced environment and provide solutionsoriented leadership. Strong financial management skills with experience in budgeting resource allocation and financial reporting. Experience in developing and implementing operational plans and strategies to advance an organizations mission and objectives. Special Job Dimensions: Work requires working with highly sensitive or confidential information. Note: The essential job functions and associated qualifications contained in this document describe the general nature and level of the work performed. They are not intended to represent an exhaustive listing or be inclusive of all aspects of the job. The tasks and procedures involved in the performance of the essential job functions may vary from daytoday. Major changes in areas of responsibility may occur as directed by management and will require revision of this job description.
Preferred Qualifications
Museum Experience: Significant experience in museum operations or a related role with a proven track record of leadership and management in a cultural institution. Compliance Expertise: Knowledge of American Alliance of Museums standards and practices to ensure the museums compliance as an AAM accredited institution.
Required Experience:
Director
Employment Type
Full Time
Key Skills
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