Residence Life, Summer Program Coordinator - Interns

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.

Position Summary

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 campaigns for leasing in the Chicago Housing Market. Provide excellent customer service to all summer residents.

Responsibilities

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.

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.
• Ensuring there are ID’s and welcome documents.
• 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 plan and informational campaigns.
• Coordinate with Residence Life staff as well as staff from other departments.

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 and 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.

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.

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 interns.
• Update bills appropriately with individual amendments to intern leases.

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.

Administrative Communication

• Manage regular email communication with residents.
  Prepare reports, update documents, and facilitate administrative support to support Residence Life.

Liaison with other Departments

• Serve as liaison with other departments and offices on campus including Campus
  Security, Instructional Resources and Facilities Management, Finance Office, Office of Student Affairs, Health Services, Counseling Services, Academic Advising, Information Services, CRIT, Admissions.

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.

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.
• Other Duties as Assigned.

Qualifications

• Bachelor’s Degree required
• At least three years of experience working directly with youth in high school
• 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

Physical Requirements

• 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.

Compensation & Benefits

Please click on the links below to view our competitive, comprehensive benefits package:

• Hiring Range

The expected hiring range is an estimated amount for positions based on the grade. Final offers are based on various factors, including skill set, experience, qualifications and other job-related reasons.

• Job Classification: Hourly
• Employment Category: Temporary
• Grade Level: 6

If you are accessing this listing from a third party, not all links to salary and benefits information may work. Please visit our career page at saic/artic.edu/employment for complete information

Application Instructions

Please submit your resume and cover letter to be considered for this position.

Accessibility

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page:

Accessibility Accommodation for Applicants

Equal Opportunity Statement

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. 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.