Executive Assistant to the Provost and Dean of Faculty

Art Institute of Chicago•Chicago, IL

1d•$70,000 - $80,363

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 Provost's Office oversees a broad range of academic and administrative departments, including academic affairs, student affairs, enrollment management, the Film Center, and the library and special collections. The Provost provides leadership and vision for the academic programs, establishes budgetary priorities, and guides process and implementation of SAIC’s strategic planning. Position Summary Provides full administrative support to the Provost and Dean of Faculty. Manages departmental administrative operations for both offices, including secondary support to the Dean of Administration, Budget, and Planning and the Associate Provost for Academic Planning and Curricular Analysis, and some scheduling responsibilities for the Chair of Faculty and Faculty Senate.

Requirements

Bachelor's degree or equivalent experience required
5+ years of experience with administrative/executive support; experience in an arts-related or higher education environment a plus
Must be proficient with Adobe Acrobat, Google Suite, and Microsoft Office Suite
Strong editing and proofreading skills are essential
Possesses strong organizational, communication, and interpersonal skills
Takes initiative to see projects through to completion, and has the ability to be proactive, adapt to changing priorities, meet deadlines, and work independently in a fast-paced environment.

Nice To Haves

Some knowledge of other software, such as Adobe Creative Suite (Photoshop and/or lnDesign), PeopleSoft, Concur, Zoom, UKG, and Airtable would be helpful

Responsibilities

Manage the schedules for the Provost and Dean of Faculty by arranging meetings and appointments, coordinating travel arrangements, and keeping them informed of internal and external events
Manage Provost and Dean of Faculty communications with a high degree of discretion by monitoring and responding to emails, managing phone and voicemail communications, and composing, editing, and proofreading correspondence and documents, and presentations
Manage Provost and Dean of Faculty finances by administering institutional procurement card purchasing, facilitating expense reimbursement, processing contracts invoice payments, one-time payments to non-tenure-track faculty, student award payments, and performing other related tasks as needed
Maintain Provost and Dean of Faculty digital and hardcopy files and resources. Develops workflows to assist with organization, time management, and prioritization
Maintain rosters, schedule meetings, and take occasional notes for the Academic Affairs subcommittee of the Board of Governors, Academic Steering Committee, Academic program reviews, Budget Planning Committee, Expanded Budget Planning Committee, Fiscal Affairs/R+B, Non-Tenure-Track Faculty Concerns Committee, Dean’s staff meetings, Department Heads, Provost’s staff meetings, and schedules all Faculty Senate committees
Schedule meetings for Provost's and Dean of Faculty's direct reports as needed
Attend meetings and assists with events by preparing presentations, making notes of key points and follow-up items, and acting as a representative for the Provost and Dean of Faculty as needed
Provide administrative support for the centralized School policies pages on the Intranet, ensure submitted documents are in the appropriate format, reviewed, and approved by the Provost, and uploaded to the Intranet.
Manage departmental travel and accommodations for the Provost and Dean, including reimbursement requests, personnel paperwork, and other administrative tasks as needed
Manage communications for the Offices of the Provost and Dean of Faculty by composing, editing, proofreading, and distributing informational materials
Coordinate onboarding of all new Provost and Deans' Office staff including, but not limited to, a welcome phone conversation/email, office preparation, computer and office supply procurement, system access forms, and an introduction to google suite and the staff web dashboard resources
Coordinate PTO and travel calendars across the Provost and Dean’s Offices to ensure sufficient on-campus coverage and availability of senior staff
Assist with planning, scheduling, and implementing special events and projects
Maintain and updates website content as it relates to the Offices of the Provost, Dean of Faculty, and faculty leadership (elected representatives and department chairs)
Perform other duties as assigned