Position is Job Grade - Seasonal

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

Residence Life provides a living-learning community in well maintained downtown facilities. Student and

Professional staff engage in community development, offer social and educational events and programs,

connect residents with local resources and provide 24hr on call support.

ABOUT THE POSITION

Provide direction and support for Residence Life’s summer housing program. Serve as the direct contact

for summer interns leasing with SAIC. Manage all aspects of summer interns relationship with SAIC

including leasing, billing, customer service, and overall satisfaction. Facilitate Summer Move-Ins &

Summer Move-Outs. Provide facility oversight of cleaning schedules and repair schedules. Plan

educational campaign for leasing in the Chicago Housing Market. Provide excellent customer to all

summer residents.

Duration: Apr 8, 2024 (tentative) - Sep 9, 2024

Work Schedule: Apr 8, 2024 (tentative) - May 13, 2024 , Monday - Friday, 9am-5pm

May 16, 2024 - Sep 9, 2024 , Thursday - Monday, 9am-5pm

RESPONSIBILITIES

1. Intern Leasing & Management* – Coordinate and manage all aspects of intern leasing including

ensuring creation of accurate individual intern leases; processing intern leases in the housing database;

creating intern amendments as needed; processing any criminal convictions paperwork submitted;

tracking completion of all intern leases; completing applications as necessary. Serve as the primary

point of contact for all summer interns and their guests. Communicate regularly with summer interns

to ensure understanding building policies & procedures, billing, rent payment, etc. Manage intern email

communication. Ensure interns are aware of important dates/times related to leasing, rent payments,

move in & move out. Encourage interns to participate in SAIC sponsored events.

2. Move In/Move outs* – Facilitate all aspects of summer move-ins and move-outs in the 162 N

State Street Residences including identifying residents moving in, ensuring resident’s rooms are clean

and prepped, ensure there are ID’s and welcome documents and arranging proper staffing. Actively

work with Residence Hall Director to ensure student staff are properly trained and receive ongoing

training to assist with move-ins and move-outs. Create and execute logistics plans and informational

campaigns. Coordinate with Residence Life staff as well as staff from other departments.

3. Facilities Management* – Establish cleaning schedules and preventative maintenance

schedules; collaborate with facilities staff (IRFM) to implement and execute schedules to support

summer occupancy needs. Participate in building walk throughs, facility inspections, furniture grading

as needed. Place Work orders as needed; ensure follow up for timely completion. Effectively track

information about the status of the individual units’ amenities. Establish strong working relationships

with clear communication with facilities staff (IRFM) and any contractors.

4. Staff Management * – Provide direct management of student staff members in relation to

customer service, facilitating move-in & move-out, room preparation, intern policies, and general

residence life policies.

5. Billing*—Directly responsible for all intern billing, including notifying interns of billing cycles,

amounts due, payment options, etc; accepting and tracking all prepayments and payments; ensuring

proper and timely payments; educating interns about rent procedures. Coordinate with the Assistant

Director of Residence Life - Housing to provide reconciliation of General Ledger with the Housing

Database to ensure accurate billing for intern. Update bills appropriately with individual amendments to

intern leases

6. Administer Housing Database*-Utilize the Housing Database (RMS/Mercury), the online

housing system, for assignment and billing of summer residents. Work within Residence Life and with

other departments (i.e. Accounting, International Student Affairs, and Registrar,) in order to provide

accurate and timely information on bills, applications, occupancy, etc.

7. Administrative Communication - Manage regular email communication with residents. Prepare

reports, update documents, and facilitate administrative support to support Residence Life.

8. Diversity, Equity, and Inclusion (DEI)*- Participate and assist in DEI initiatives within SAIC

including programming and training. Ensure all initiatives within area respond to the needs of a diverse

student body.

9. Chicago Housing Support* - Create and update passive tools for finding rentals/sub-leases in

Chicago geared towards SAIC students and their families including printed materials with current

resources, dynamic presentations of the vast array of Chicago neighborhoods, educational pieces

(videos/presentations) around “how to” lease. Benchmark Chicagoland schools for resources related to

finding off campus housing. Create visual documents to assist students and parents with finding

housing in Chicago

10. Liaison with other Departments* - Serve as liaison with other departments and offices on

campus including: Campus Security, Instructional Resources and Facilities Management, President’s

Office, Office of Student Affairs, Health Services, Counseling Services, Academic Advising, Information

Services, CRIT, Admissions.

11. Communication* – Maintain regular contact with appropriate resources to ensure effective

operation of residence halls; communicate facility issues to appropriate areas in a timely fashion;

communicate student issues/crises; respond to parental communication as appropriate; meet weekly

with supervisor; provide written reports as requested by department head.

12. Quality Service*—Provide quality service to all internal and external constituents at SAIC.

Quality service includes responding in a prompt and professional manner to all student or guest

concerns as well as working with others at SAIC to provide assistance when needed. Quality service

also includes setting a high standard of service for all full-time staff and student staff, training that staff

appropriately, and holding that staff accountable to this standard.

13. Other Duties as Assigned

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer;

• Walk to other buildings on campus for meetings and programs; occasional standing

requirements include facilitating programs, move-in and move-out, orientation and other

large-scale events;

• Occasionally moves about inside the office to access file cabinets, office machinery, etc.

• Must be able to lift 25lbs

• Constantly operates a computer and other office productivity machinery, such as a copy machine

and printer.

QUALIFICATIONS

Bachelor’s degree

• Effective communication skills

• Proficiency in Microsoft Office Suite

• Ability to work with diverse populations, including multicultural experience, cross-cultural

communication skills and the ability to create and promote an inclusive community

• Demonstrated collegiality and leadership ability

• Basic understanding of mental health and mental health support

• Strong written and verbal skills.

• Ability to effectively communicate in a dynamic and fast-paced environment.

• Strong organizational skills and the ability to prioritize work.

• Be a self-starter with a demonstrated ability to plan, organize and prioritize strategies and tasks

in an independent way.

• Exhibit strong interpersonal skills and the ability to work effectively with a wide range of

constituencies in a diverse community

ABOUT THE ORGANIZATION

The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace. We believe in a staff culture that benefits from a wide range of experience, backgrounds, and career paths, and we encourage nontraditional candidates to apply.

Closing Statement

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship. The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at apply_help@artic.edu.