Administrative Assistant

Art Institute of Chicago•Chicago, IL

28d

About The Position

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. 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. Position Summary 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.

Requirements

High School diploma required; BA/BS/BFA preferred
1+ years of experience in previous administrative positions
Strong organization and communication abilities
Ability to work well with students, faculty and staff
Ability to handle multiple projects and priorities
Ability to work with and adapt to a variety of software and systems
Occasional lifting of objects up to 25 lbs.
Some evening and/or weekend work may be required

Responsibilities

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