Sharp Building Program Coordinator

Art Institute of Chicago•Chicago, IL

21h•Onsite

About The Position

The Program Coordinator: Sharp Building (PC) serves as the primary on-site operational lead for Continuing Studies summer youth programs housed in the Sharp Building, with a particular focus on the Middle School Program (MSP) . The Middle School Program (MSP) serves youth ages 10–13 and emphasizes skill development alongside social, emotional, and creative growth across a range of disciplines. MSP courses run in two-week sessions throughout July and August. The PC works closely with Continuing Studies colleagues, faculty, student employees, and campus partners to prepare for and manage the daily operations of all Continuing Studies programs in the Sharp Building. This role carries building-level responsibility and requires consistent physical presence, independence, and sound judgment. The PC is “staff on the ground,” responsible for ensuring smooth daily operations, addressing issues in real time, and maintaining a safe, supportive learning environment for students, families, faculty, and staff. The PC is the primary point of contact for students, families, faculty, and student employees. During active program sessions, the PC balances student and family support, supervision of program and teaching assistants, and real-time operational decision-making. Frequent caregiver communication, youth behavior management, conflict mediation, and de-escalation are core components of the role. While MSP and ECP are the primary focus, the PC also provides limited administrative support to other Continuing Studies programs as needed throughout the summer.

Requirements

Bachelor's Degree in an art/education-related field or evidence of a self-directed work ethic, a demonstrated ability to think critically, and a passion for education/youth development
At least three years of experience working directly with youth (pre-k, elementary, middle school, and/or high school)
Ability to effectively multitask in a fast-paced environment, with special attention paid to caring for student well-being and safety
Experience communicating with students and caregivers around sensitive topics and information
Ability to work as part of a team
Ability to communicate clearly with students, staff, and caregivers
At least one year of experience supervising others
Basic computer experience, including working with word processors, spreadsheets, and the ability to learn new software
This position requires a background check and completion of mandated reporter training before beginning employment.

Responsibilities

Participating in planning meetings to establish program workflows, building-specific procedures, communication norms, and escalation pathways.
Preparing and co-leading recorded information sessions for students and caregivers, with particular attention to family-facing communication expectations.
Preparing and co-leading training sessions for faculty, teaching assistants, and program assistants, including expectations around supervision, communication, documentation, and student support.
Organizing, distributing, and maintaining inventory of classroom and program supplies.
Preparing materials and family-facing and internal email communications necessary for program administration.
Completing administrative preparation and documentation required for summer operations.
Acting as a primary point of contact for students and caregivers, managing frequent parent communication, responding to concerns, and resolving conflicts with professionalism, clarity, and care.
Leading daily management of MAC drop-off and pick-up processes, ensuring safety, efficiency, and clear communication with caregivers.
Managing peak congestion periods—including lunch, transitions, and high-traffic moments—by prioritizing needs, deploying staff effectively, and adjusting plans in real time.
Moving throughout the SAIC campus, with a focus on the 280 Building, to observe teaching and learning environments, monitor student behavior, and proactively identify and address issues.
Collaborating with faculty and Continuing Studies staff to ensure classrooms are appropriately staffed, equipped, and supported.
Building and maintaining working relationships with campus partners outside Continuing Studies, including SAIC cafes, security, and facilities management.
Supervising student program assistants, including task delegation, monitoring follow-through, providing feedback, and offering course correction within a formal supervisory structure.
Overseeing daily lunch operations in collaboration with program and teaching assistants.
Meeting weekly with the Assistant Dean for Operations to report highlights, concerns, and emerging operational needs.
Communicating with Continuing Studies deans and administrative directors to respond to faculty and teaching assistant needs and to escalate concerns appropriately.
Supporting end-of-session exhibitions and open studios.
Ensuring classroom spaces and supply areas are clean, organized, and functional.
Coordinating coverage for absent faculty and teaching assistants and, when necessary, temporarily substituting until coverage is secured.
Assisting with space reset and organization.
Reviewing student and caregiver evaluations.
Updating shared documentation and operational resources.
Contributing to reporting and end-of-summer debrief processes.