Senior Administrative Director
Chicago, IL 
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Posted 23 days ago
Job Description
Job Title
Senior Administrative Director
Job ID
10981
Location
37 S Wabash - Sharp Bldg
Full/Part Time
Full-Time
Regular/Temporary
Regular
Introduction

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.

Position Summary

BASIC FUNCTION: Supports the day-to-day administrative needs of the Undergraduate and Graduate Divisions and the Chair of Faculty. Develops best practices for effective and efficient office operations, manages completion of both short-term and long term tasks as determined by the Undergraduate and Graduate Dean's Office Staff. Supervises the administrative assistant, including responsibility delegation as appropriate.

PRIMARY DUTIES:

General Office Management, Communications

  • Develops and implements office operations and procedures including: reception, answering phones/emails as necessary, correspondence, oversight and maintenance of departmental records in databases, spreadsheets, and files
  • Support and provide reception services and take a point role in responding to a variety of urgent and/or complex concerns that may be shared by students, faculty, parents, or other staff
  • Schedules meetings; designating the venue, calendar booking, and notetaking as necessary
  • Prepares and keeps current Calendar of Events
  • Provides supervisors with up-to-date and accurate information regarding departmental/SAIC activities, deadlines, instructional resources, facilities, and related policy
  • Assists with website and social media updates and requests; delegating as necessary
  • Promote and administer student grants/fellowships
  • Liaison with other SAIC units as needed; Student Life, Communications, Security, IRFM, Admissions, CRIT
  • Liaises with MFA Studio Office on graduate studio-related issues

Finance and Budget

  • Manages departmental billing, invoices, payments, and procurement and corporate card transactions
  • Attends all SAIC finance and budget trainings
  • Works with supervisors to prepare the annual budget request. Perform monthly budget reconciliations for Deans and Chair of Faculty.
  • Manages finance requests and travel arrangements
  • Provides support for corporate card transactions and related requests

Divisional Course Schedules and Planning

  • Manages and tracks course schedule changes and related requests in collaboration with Associate Deans
  • Assists with preparation, submission, and communication of course schedules for faculty and divisional review
  • Coordinates submission of materials for new course approvals
  • Assists with the Enrollment Management System (EMS) and related classroom assignments/space utilization

Event Planning

  • Responsible for event management and planning for various constituencies including SAIC Scholars, Dean's List, and others. Duties will include gathering information for Engage, PR materials, catering, room reservations, calendaring, and communications; delegating as necessary
  • Coordinates travel arrangements, per diem payments, and accommodations for all visitors
  • Assists with department visiting artists and lecturers (where applicable)
  • Manage and/or collaborate on large-scale divisional events; including but not limited to Low Res Commencement, and year-end receptions.
  • Produce New Faculty Orientation and Graduate Orientation events.
Qualifications
  • BA/BS/BFA preferred
  • Must have at least 3-5 years administrative experience working in higher education, a cultural organization, or equivalent preferred.
  • Demonstrated experience in administration and management.
  • Strong leadership, organizational, and communication skills necessary.
  • Must have ability to work with a variety of constituencies in a fast-paced academic office environment.
  • Proficiency in Microsoft Office and Microsoft Excel, and Google platforms required. Proficiency in Concur and/or Drupal preferred.
Benefits

We offer a competitive, comprehensive benefits package:

  • 5+ weeks of paid time off
  • Paid holidays (up to 14 days)
  • Medical, dental, and vision insurance
  • Competitive retirement plan (up to 9% matching contribution)
  • Tuition remission and Tuition Exchange Program
  • Great employee discounts
  • Complimentary general admission to participating cultural institutions

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Closing Statement

The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace.

 

Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full or Part Time
Required Education
Bachelor's Degree
Required Experience
3 to 5 years
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