Posting Details
Position Information Position Title Deputy Director of Operations Job Description The Deputy Director of Operations plays a critical leadership role in overseeing the day-to-day 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 museum’s 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 executive-level operational support and day-to-day management for Gilcrease Museum, ensuring operational efficiency and alignment with the museum’s 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 third-party 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 museum’s strategic objectives and mission. Participate in strategic planning to ensure operational practices support long-term institutional goals.
- Financial Strategy and Management: In partnership with the Executive Director and CEO, and the leadership team, develop financial strategies to ensure the museum’s 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 museum’s 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 museum’s facilities are appropriately staffed and equipped for these activities.
- Facilities and Vendor Management: Oversee all aspects of Gilcrease Museum’s 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 revenue-generating initiatives s to ensure the alignment of the museum’s financial goals with its operational capabilities.
- Interim Leadership: In the absence of the Executive Director and CEO, assume leadership and decision-making responsibilities for the museum.
Required Qualifications Equivalent Education/Experience
- Bachelor’s 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.
- Detail-oriented with a strong focus on strategic decision-making, operational planning, and continuous improvement.
- Ability to manage competing priorities in a fast-paced environment and provide solutions-oriented 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 organization’s 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 day-to-day. 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 museum’s compliance as an AAM-accredited institution.
EEO Statement
EEO Statement Eeo Statement Summary The University of Tulsa seeks to recruit and retain talented students, faculty and staff from diverse backgrounds. The University of Tulsa is an affirmative action/equal opportunity employer and encourages qualified candidates across all group demographics to apply. The University does not discriminate on the basis of personal status or group characteristic including, but not limited to race, color, religion, national or ethnic origin, age, sex, disability, veteran status, sexual orientation, gender identity or expression, genetic information, ancestry, or marital status. The University of Tulsa is an Equal Opportunity Employer including Disability/ Veteran.Supplemental Questions
Required fields are indicated with an asterisk (*).
- How did you hear about this employment opportunity?
- Indeed
- Internal Job Posting
- Agency Referral
- Personal Referral
- Website
- Other
Documents Needed To Apply
Required Documents- Resume
- Cover Letter