Senior Administrative Director

Art Institute of Chicago•Chicago, IL

17h

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 Senior Administrative Director works under the supervision of, and with direction from the Executive Director, to provide day-to-day administrative support to Department Chairs/Directors, faculty, and students in three or more academic departments/programs. Together, with direction from the Executive Director, implements best practices for effective and efficient operations, facilitates good communications, and maintains adherence to short and long-term strategic goals.

Requirements

BA/BS/BFA preferred
3-5 years of experience working in higher education or a cultural organization and supervising others preferred
Demonstrated experience in administration and management
Strong leadership, organizational expertise, communication skills necessary
Must have ability to collaborate well with others
Ability to work with and adapt to a variety of software and systems
Sitting and standing required
Some evening and/or weekend work may be required
Occasional lifting of objects up to 25 lbs.

Responsibilities

Departmental Management Responsible for assigning and directing the work of all staff members work priorities, work streams, and skills needed. Uses discretion to organize and monitor work processes, resolve operational issues, and suggest new procedures. Supervises staff members, including the responsibility for day to day enforcement of all policies and procedures Evaluates performance to ensure direct report(s) are equipped to perform their roles effectively and efficiently and provides professional development as needed, including all levels of disciplinary action Communicates updated job expectations and policies to these staff members and acts as liaison to leadership for employee initiatives and complaints Reviews applicant materials to identify candidates for interviews; conducts candidate interviews; provides recommendations as part of the hiring process
Finance and Budget Responsible for managing departmental budgets in compliance with institutional policy, ensuring appropriate spending levels Reviews financial reports with the Department Chairs/Directors, at a minimum, on a quarterly basis to ascertain budget is spent appropriately Provides budget planning assistance to the Department Chairs/Directors including operating and capital requests Stays current on SAIC finance and budget policies and procedures as they relate to departmental expenditures Oversees departmental billing, invoices, payments, procurement and corporate card transaction
Course Scheduling and Enrollment Tracking Collaborates, as necessary, with the Department Chairs/Directors and Registrar’s Office to develop the course schedule; providing faculty course load and leave/sabbatical information Assists Department Chairs/Director with the communication of the course schedule to faculty Regular review of the course schedule in PeopleSoft to ensure accuracy Assists Department Chairs/Directors with ongoing enrollment tracking; provides regular reports
Faculty Primary contact for Department Chairs/Directors and Grad Coordinators In collaboration with the Executive Director, facilitates the administrative onboarding of new Department Chairs/Directors Provides information for Department Chairs/Directors regarding faculty promotions, leaves, sabbaticals Provides information for faculty contracts to Faculty Employment Services; including the coordination and delivery of new faculty hire information and non-teaching assignments Manages the faculty reviews, promotions and search processes including room scheduling, event planning, calendaring, travel, accommodations, and communications
Students Coordinates, oversees, and participates in Graduate Admissions Interview Weekend Registers incoming graduate students Participates in the planning and implementation of departmental student orientations Coordinates departmental awards and scholarships Manages the thesis process including submissions, communications, tracking, and advisor assignments (where applicable) Prepares communications to new and returning students regarding events, policies, deadlines, etc. to be distributed via electronic and/or printed media
Event Planning Manages 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.
Public Profile Assists Executive Director with coordination of marketing and communications initiatives as needed Coordinates with the online updates team for changes to departmental web presence
Office Oversight and Communications Organizes and manages office operations and procedures Oversight and maintenance of departmental records in databases, spreadsheets, and files Maintains skill set on and utilize 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 departmental communications for faculty, students and guests as needed
Facilities and Departmental Technicians Assists Department Chairs/Directors with planning, submission, and communication of capital asset projects Liaises with IRFM on short and long term facility projects Oversees classroom access lists Manages studio assignments and liaises with MFA Studio Office on studio-related issues (where applicable) Primary budget contact for departmental technicians (where applicable)
Other duties as assigned