Administrative Assistant bei The Art Institute of Chicago

For more than 150 years, the School of the Art Institute of Chicago (SAIC) has been a leader in educating the world’s most influential artists, designers and scholars. Located in downtown Chicago with a fine arts graduate program consistently ranking among the top four graduate fine arts programs in the nation by U.S. News and World Report, SAIC provides an interdisciplinary approach to art and design as well as world-class resources, including the Art Institute of Chicago Museum, on-campus galleries and state-of-the-art facilities. SAIC’s undergraduate, graduate and post-baccalaureate students have the freedom to take risks and create the bold ideas that transform Chicago and the world—as seen through notable alumni and faculty such as Michelle Grabner, David Sedaris, Elizabeth Murray, Richard Hunt, Georgia O’Keeffe, Cynthia Rowley, Nick Cave, and LeRoy Neiman.

Please click on the links below to view our competitive, comprehensive benefits package:  

• Hiring Range
• Benefits
• PTO Overview
• Job Classification: Full Time Hourly Staff 
• Grade Level:  5

ABOUT THE DEPARTMENT

The staff on the Academic Administration/Operations team provides administrative support to the Department Chairs/Directors, faculty, and students in the academic departments and programs.

ABOUT THE POSITION

The Administrative Assistant works under the supervision of, and with direction from the Senior Administrative Directors, to provide day-to-day administrative support to Department Chairs/Directors, faculty, and students in the academic departments and programs. Responsibilities include, but are not limited to, general office reception and support, accounts payable processing, special project/event support, entering facility maintenance requests, and managing student worker office assistants.

RESPONSIBILITIES

Administrative Support and Office Reception

• Facilitates communication between the administrative staff, Department Chairs/Directors, faculty, and students; answering questions and providing solutions when possible and escalating requests as necessary
• Manages daily reception services for the department(s). Answers phone calls and responds to emails.
• Daily maintenance of departmental calendars and databases
• Maintains office supply inventory
• Directs students to appropriate student services as needed
• Assists with facilitating substitutes for faculty absences
• Assists with communicating the field trip policy to faculty as needed and assist with the administrative process
• Stays current on and utilizes administrative institutional software
• Fields requests for departmental tools/supplies
• Files and organizes office records, distributes mail, and makes copies

Accounts Payable

• Enters accounts payable documents into the accounting system and software
• Purchases instructional and office supplies with the unit procurement card
• Assists with travel arrangements, per diem payments, and accommodations for faculty and visitors
• Assists faculty with submitting their corporate card reconciliation and answers related questions on institutional policy

Event Support

• Assists with events; such as departmental lecture series, student and faculty orientations, symposiums, etc.
• Enters events into the institutional software, prepares publicity materials, arranges catering, and be present for the event as needed

Facilities

• Assists with classroom access lists
• Submits and tracks progress of facility maintenance requests

Student Workers

• Manages student office assistant (OA) hiring and training
• Posts jobs on the institutional student job board. Prepares and submits work authorizations and approves timesheets.
• Assigns work and oversees progress, providing input and guidance as needed

Other duties as assigned

PHYSICAL REQUIREMENTS

• Sitting and standing required
• Some evening and/or weekend work may be required
• Occasional lifting of objects up to 30 lbs.

QUALIFICATIONS

• High School diploma required; BA/BS/BFA preferred.
• Minimum 1-3 years of administrative support experience in an office or higher learning environment required.
• Minimum 1-3 years of experience with invoices, reconciling, and vendor management required.
• Previous experience with event coordination and/or planning, travel booking, and calendaring required.
• Previous experience coordinating a hiring process highly valued. 
• Previous experience working with students and faculty in a higher education setting highly desired.
• Demonstrated strong organization and communication abilities.
• Demonstrated ability to handle multiple projects and priorities.
• Demonstrated ability to work with and adapt to a variety of software and systems.

UNION

This position is part of a bargaining unit represented by AFSCME Council 31.

ABOUT THE ORGANIZATION

The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace. We believe in a staff culture that benefits from a wide range of experience, backgrounds, and career paths, and we encourage nontraditional candidates to apply.

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship. The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at [email protected].