What are the responsibilities and job description for the Administrative Coordinator position at The Art Institute of Chicago?
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.
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- Job Classification: Full Time Hourly Staff
- Grade Level: 5
ABOUT THE DEPARTMENT
The administrative coordinator supports the Vice President of Facilities & Logistics, by managing administrative functions across the department including Buildings and Grounds, Warehouse Logistics, Health and Safety, and Trade Shops. The administrative coordinator is responsible for overseeing contract and payment processes with vendors and external service providers, scheduling meetings, managing calendars and other administrative tasks.
ABOUT THE POSITION
The administrative coordinator is responsible for overseeing contract and payment processes with vendors and external service providers, scheduling meetings, managing calendars and other administrative tasks.
RESPONSIBILITIES
- Accounting and contract support: assists initiating and handling contracts through Jira and expenses through Concur; contacting vendors and external contractors when needed; ensures timely payment of invoices and pay applications, and assists with purchasing orders.
- Scheduling: scheduling meetings; maintaining various calendars; arranging travel, managing and distributing correspondence, minutes and agendas
- Departmental support: coordinates with IS department for team members regarding office equipment and technology, prepares and supports onboarding of new team members, submits work orders in Jira for various departmental and project specific needs, monitoring and ordering necessary supplies and equipment.
QUALIFICATIONS
Energetic and experienced professional in handling a wide range of administrative and executive support related tasks and able to work independently. Well organized and flexible to enjoy the administrative challenges of supporting an office of diverse people.
- Minimum three years of administrative support experience preferred
- Proficiency with Microsoft Office and Google suites, ability to learn new project or museum specific software (i.e. Airtable, ProCore, Concur)
- Strong communication skills and ability to successfully engage a broad range of internal and external colleagues.
- Highly detail-oriented, organized, welcoming and collaborative.
- Familiarity with not-for-profit administration.
UNION
This position is part of a bargaining unit represented by AFSCME Council 31.
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.
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.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.