Museum Mondays: The Backbone of the Museum — Administration

Behind every engaging exhibit, well-attended event, and carefully preserved artifact is the hard work of a museum’s Administration Department. At the West Chicago City Museum, this small team serves as the organizational backbone, ensuring that day-to-day operations run smoothly and the museum’s mission is fulfilled. As we have mentioned in our other Museum Monday posts, the City Museum has part-time staff that all chip in to fill the needs of the museum, and administration is no exception.

What Does the Administration Department Do?

The Administration Department oversees operations, financial management, human resources, and strategic planning. While their work may not always be visible to visitors, it is essential for keeping the museum functional and sustainable.

Key Responsibilities of the Administration Department

1. Financial Management
   Budgeting, fundraising, and grant writing are critical functions handled by the Administration Department. They ensure the museum has the resources it needs to operate while maintaining fiscal responsibility.
   
   

2. Human Resources
   From recruiting staff and volunteers to managing payroll and benefits, the Administration Department supports the people who bring the museum’s mission to life.
   
   

3. Strategic Planning
   The department develops and implements long-term plans that align with the museum’s goals. This includes setting priorities, measuring outcomes, and ensuring the museum remains relevant to the community it serves.
   
   

4. Visitor Services
   Ensuring an excellent visitor experience is a top priority. From managing publicity to overseeing customer service, the Administration Department focuses on creating a welcoming and inclusive environment.
   
   

5. Compliance and Governance
   Museums must adhere to a variety of laws, regulations, and ethical guidelines. The Administration Department ensures compliance with these standards, working closely with the City of West Chicago and the Friends of the West Chicago City’s board of directors to uphold governance practices.

Why Is the Administration Department Important?

The Administration Department’s work allows every other department to excel in their areas of expertise. Without their careful planning and management, the museum could not achieve its mission to educate, inspire, and connect the community. They provide the foundation that enables creativity and innovation to thrive.

Fun Fact

Did you know that many museum administrators come from diverse professional backgrounds, including business, education, and the arts? Our City Museum Director is actually a licensed attorney, which helps her stay connected to changes in laws, compliance matters and human resources. Having a good mix of expertise helps museums balance creative vision with operational efficiency.

Collaborations with the Mexican Cultural Center DuPage and the West Chicago Cultural Arts Commission that our administration department help organize.

A Day in the Life of an Administrator

A typical day for a museum administrator might include reviewing budgets, meeting with community partners, and coordinating with other departments to plan upcoming events. Their role requires strategic thinking, strong communication skills, and a deep commitment to the museum’s mission. Our part-time staff spends on average one to two days a week on administrative duties.

Next time you enjoy a seamless visit to the West Chicago City Museum, take a moment to appreciate the unseen efforts of the Administration Department. Their dedication ensures that every piece of the museum’s operations fits together like a well-oiled machine.

Stay tuned for next week’s post as we continue our behind-the-scenes look at the West Chicago City Museum’s Volunteers. Have questions about the Administration Department or museum operations? Drop them in the comments below!