Position Overview:

The MIT Museum seeks a Deputy Director and Head of Operations, to serve as its second in command. The Deputy Director will work closely with the Mark R. Epstein (Class of 1963) Director (hereafter "the Director") in leading the daily operations of the Museum at 314 Main Street as well as its ancillary facilities on campus and in Medford.

Reporting to the Director, the Deputy Director will be responsible for the human resources, financial administration and operations of the Museum, including the development and implementation of an annual budget recommendation; administrative oversight of the MIT Museum, including human resources administration; managing the Museum's Finance, Visitor Services, Store, Functions, Building management, and Technology departments; supporting major Museum projects as needed, including those originating in the Collections, Exhibitions, and Engagement departments; back-stopping senior management roles during periods of transition; and representation of the MIT Museum on behalf of the Director as required to key stakeholders, including (but not confined to) the Advisory Board, the Institute's Senior Administration, and individual and corporate donors.

Principal Duties and Responsibilities (Essential Functions**):

The Deputy Director will oversee the day-to-day operations of the MIT Museum in Kendall Square, the Hart and Compton galleries on campus, and the new offsite collections management facility in Medford. The Deputy Director will be responsible for Human Resources within the museum, liaising with the Office of the Provost and MIT HR. The Deputy Director, with the support of the Finance Officer, Director of Technology and Director of Visitor Operations, will be responsible for managing and enhancing all aspects of the MIT Museum’s daily operations, ensuring high-quality visitor services, technology systems and store customer service and well-running operational procedures throughout the Museum. When required, the Deputy Director will represent the MIT Museum, conveying its mission and purposes compellingly to a wide variety of stakeholders, including MIT Museum staff, MIT senior administrators, donors and sponsors, and civic and other community leaders. With support from the Finance Officer, the Deputy Director will oversee the management of the Museum’s budget and finances – current, and prospective – with the objective of improving the financial sustainability of the MIT Museum; by overseeing the administration of the MIT Museum, including work with HR to continually improve staff structure and retention; by leading interdepartmental projects as needed and by representing the MIT Museum to important stakeholders when the Director is not available.

Financial Administration

Manage all financial activities such as budget development and analyses, procurement/accounts payable, etc., for the MIT Museum, including the following, with the active collaboration of the Finance Officer:

• Manage staff directly involved in financial management in the MIT Museum;
• Manage the annual budget cycle, including the development and submittal of annual budget proposals from other members of the management team;
• In cooperation with the Director and the museum management team, develop financial strategies designed to ensure that the current and the new MIT Museum function sustainably;
• Ensure that the MIT Museum is in compliance for all financial activities;
• Ensure that all departmental financial accounting systems are managed in accordance with MIT policy;
• Develop and implement financial policy, procedure and process improvements;
• Resolve issues regarding budget management and policy interpretation;
• Negotiate with vendors and contractors;
• Authorize and/or oversee expenditures of the MIT Museum; and
• Manage role authorizations for financial staff.

Museum Administration and Operations

Serve as the Administrative Officer for the MIT Museum, including the following:

• Policies and procedures:
  • Fully understand, interpret and apply MIT policies and procedures, and liaise with Human Resources, General Counsel, the Office of the Vice-President for Finance, Facilities, and Research Administration Services as necessary;
  • Fully understand, interpret and apply American Alliance of Museums standards and best practices, to ensure the MIT Museum’s compliance as an AAM-accredited museum.

• Staff Structure and Retention: Work with the Director and with MIT Human Resources to ensure that staff receive an annual performance review, that high-performing staff are encouraged with bonuses and promotions, and that the staff structure continually evolves to meet Museum needs and ensure business continuity.
• Human Resources: Ensure that all museum staff and temporary staff/contractors are recruited, hired, trained and managed in accordance with MIT policies and procedures, with assistance from central Human Resources as needed. Supporting department managers in addressing personnel disputes and issues as they arise. Oversight for sick leave/holidays.
• Planning: In collaboration with the Director and senior management team develop annual, strategic and long-term plans for the museum; establish goals and objectives, together with the KPIs needed to monitor progress.
• Facilities: Oversee facilities management and space needs for the Museum, in Kendall and in offsite locations as they occur, with the Building Manager contracted by UG2. Oversight of the museum’s security and environmental controls, access to all museum facilities, implementing safety standards, emergency planning and ensuring business continuity.

Communication

The Deputy Director must communicate effectively with a very wide range of stakeholders on the Museum's behalf in the Director's absence, including but not confined to: MIT Museum staff and volunteers; MIT colleagues (faculty, staff and students); the Museum's various audiences, both local and global; the entrepreneurial community in Kendall Square and beyond; the civic community; and donors and sponsors. Other duties in this area are:

• With the Director, own the museum's vision and strategy, and align the team's priorities and work plans accordingly;
• Represent the Director when he is not able to attend a particular meeting, and take responsibility for ensuring that the museum's key messages are being conveyed effectively to key target audiences at all times;
• Manage and mitigate risks in the new museum, including misunderstandings and misperceptions of the museum on the part of key stakeholders;
• Contribute to the leadership of the Museum Management Team meetings and maintain a steady flow of internal communications to all staff; and
• Oversee contracts and legal aspects of museum operations, in coordination with MIT administration.

Supervision Received:

The Deputy Director will report to the Mark R. Epstein (Class of 1963) Director.

Supervision Exercised:

The Deputy Director will manage the Finance, Visitor Services, Information and Technology departments. The Deputy Director will provide leadership, guidance and oversight for these departments. The Deputy Director will directly manage the following positions:

• Financial Officer

• Director of Visitor Operations

• Director of Technology

• Building Manager (contracted from UG2), who will transition to the Director of Visitor Operations’ reporting line

The Deputy Director will carry responsibility for hiring staff, developing staff, performance management, conducting performance reviews, etc.

Qualifications:

• Bachelor’s degree in a related field required. Master’s degree preferred
• Minimum 10 years experience required, ideally in a similar role in a cultural institution or venue
• Must be highly experienced in senior management, with financial planning, Human Resources, operational, administrative and change management experience.
• Must be a skilled and effective communicator and comfortable with representing the museum to a wide variety of stakeholders on the public stage.
• Must be able to effectively convey the MIT Museum's key messages both face-to-face and online, both in public meetings and one-to-one.
• Proficiency in developing and implementing operational plans and strategies to advance the mission and goals of the organization.
• Exceptional management and leadership skills.
• Experience managing a team or leading projects, programs or functions.
• Excellent interpersonal and communication skills, in order to represent the department in the overall MIT Community.
• Collaborative leader who is able to develop relationships across the Institute.
• Ability to work in an environment that requires an understanding of multiple stakeholders' positions.
• Exhibit openness and flexibility in considering solutions and strategy development.
• Ability to maintain composure during times of stress. Possess the ability to professionally discuss complex issues with others who have varying perspectives and objectives. Adept at conveying information using language non-technically trained individuals can understand.
• Strong detail orientation with a data-driven approach to strategic decisions.
• Excellent financial acumen and ability to understand complex budgets and contractual agreements.

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.

This position is an MIT Pay Scale of 13. To apply please visit the MIT Career Portal.