Administrative Director at 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: $55,000 - $64,790
• Benefits
• PTO Overview
• Job Classification: Full Time Salaried Staff 
• Grade Level: 7

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 Director 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 academic departments and programs. Together, with direction from the Senior Administrative Directors, implements best practices for effective and efficient operations, facilitates good communications, and maintains adherence to short and long-term strategic goals.

RESPONSIBILITIES

Finance and Budget

• Stays current on SAIC finance and budget policies and procedures as they relate to departmental expenditures
• Manages departmental billing, invoices, payments, procurement and corporate card transactions
• Manages travel arrangements, per diem payments, and accommodations for faculty and visitors
• Assists faculty with submitting their corporate card transactions and answers related questions on institutional policy

Course Scheduling and Enrollment Tracking

• Assists Senior Administrative Directors with ongoing enrollment tracking; provides regular reports
• Assists Senior Administrative Directors with the communication of the course schedule to faculty
• Assists Senior Administrative Directors Regular review of the course schedule in institutional software to ensure accuracy
• Enters course schedule changes approved by Department Chairs/Directors into the institutional software

Faculty

• Assists with the faculty review, promotion, and search processes including room scheduling, event planning, calendaring, travel, accommodations, and communications
• Coordinates the acquisition of instructional supplies for faculty
• Assists with the implementation of faculty absence and substitute policy and protocol
• Communicates the field trip policy to faculty as needed and manages the related administrative processes

Students

• Assists with graduate admissions process including participating and planning for Interview Day Weekend and new student registration
• Participates in the planning and implementation of departmental student orientations
• Assists with the administration of departmental awards and scholarships
• Prepares communications to new and returning students regarding events, policies, deadlines, etc. to be distributed via electronic and/or printed media
  
• Assists with the thesis submission process including communications, tracking, and advisor assignments (where applicable)

Event Planning

• Assists with on-campus, off-campus and remote events; including gathering information for input into institutional software, public relations materials, catering, room reservations, calendaring, and communications. Off-campus events may require contracts and certificates of insurance processing
• Coordinates with event technicians to make sure event tech needs are met
• Coordinates travel arrangements, per diem payments, and accommodations for visitors

Public Profile

• Assists with coordination of marketing and communications initiatives as needed
• Coordinates with the online updates team for changes to the departmental web presence

Office Oversight and Communications

• Organizes and manages office operations and procedures
• Coordinates daily reception services for the departments when needed
• Oversight and maintenance of departmental records in databases, spreadsheets, and files
• Stays current on and utilizes administrative institutional software
• Provides students, faculty, and staff with up-to-date and accurate information regarding departmental/SAIC policies, activities, deadlines, instructional resources, and facilities
• Manages the office calendars and departmental databases
• Manages departmental communications for faculty, students and guests as needed
• Oversees departmental SAIC email lists of current faculty and students

Facilities

• Oversight of classroom access lists
• Liaises with IRFM on short and long term facility projects
• Assist with studio assignments and liaise with MFA Studio Office on studio-related issues (where applicable)

Student Workers

• Maintains current job descriptions for Office Assistants (OA) and Teaching Assistants (TA); oversees the interviewing, hiring and training of OA’s, and submits work authorizations and approves timesheets as needed
• Posts TA jobs on institutional student job board. Interview, hire, and train TA’s as determined by departmental need

Other duties as assigned

PHYSICAL REQUIREMENTS

• Sitting and standing required*
• Some evening and/or weekend work may be required for special events
• Occasional lifting of objects up to 25 lbs.

QUALIFICATIONS

• High School Diploma/GED required. BA degree preferred.
• Minimum 1-3 years previous administrative experience in an office environment required. Specific experience in higher education and/or with adult learners is highly preferred.
• Minimum 1-3 years of supply purchasing, invoicing and budgeting experience required.
• Previous experience administrating or coordinating a hiring process highly preferred.
• Minimum 1-3 years event planning and support experience required.
• Minimum 1-3 year high volume database and record keeping required.
• Must be willing to learn and work with a variety of software and systems.
• Previous experience in a leadership capacity highly preferred. 

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 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].

This job description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees may be required to follow other job- related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.