Job Details - Job Title - Job ID - Location - Full/Part Time - Regular/Temporary - Introduction - For more than 150 years, the School of the Art Institute of Chicago (SAIC) has been a leader in educating the worlds 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. SAICs undergraduate, graduate and post-baccalaureate students have the freedom to take risks and create the bold ideas that transform Chicago and the worldas seen through notable alumni and faculty such as Michelle Grabner, David Sedaris, Elizabeth Murray, Richard Hunt, Georgia OKeeffe, Cynthia Rowley, Nick Cave, and LeRoy Neiman. - Position Summary - Basic Function: Provides full administrative support to the Dean of Faculty. Manages Dean's Office departmental administrative operations. Train Administrative Assistants on SAIC policy, systems, and procedure. DUTIES AND RESPONSIBILITIES: - Manages details of Dean of Faculty activities by arranging meetings and appointments, coordinating travel arrangements, and keeping Dean of Faculty informed of internal and external events. - Manages Dean of Faculty communications with a high degree of discretion by reading and responding to email, managing phone and voicemail communications, and composing, editing, and proofreading correspondence and documents. - Manages Dean of Faculty finances by administering institutional procurement card purchasing, facilitating expense reimbursement, processing contracts and invoice payments, and performing other related tasks as needed. - Assists with the budgeting and tracking of the Dean of Faculty annual discretionary fund. - Maintains Dean of Faculty digital and hardcopy files and resources and develops workflows to - assist with organization, time management, and prioritization. - Maintains roster of faculty senate committee membership. Communicates faculty senate committee assignments and schedules all faculty senate committee meetings including the meetings of the Faculty Business Senate. - Attends meetings and assists with events by preparing presentations, making notes of key points and follow up items, and acting as a representative for the Dean of Faculty or department as needed. - Assists Dean of Faculty with the preparation of the agenda, note taking, and follow up for the Academic Cabinet meeting - Assists Dean of Faculty and the Associate Provost of Academic Planning with Program Review. This may include preparing documents, facilitating meetings, and follow up communication. - Takes and distributes minutes for the Part-Time Concerns Committee, Part-Time Council meeting, Fiscal Affairs Committee, Remunerations and Benefits Committee, and others as assigned. - Assists with the preparation of presentation materials including, but not limited to, the All Faculty/Staff meetings, Academic Affairs Sub-Committee meetings of the Board of Governors, Board of Trustees meeting, and the Budget Committee meetings. - Manages all aspects of paid time off (PTO) recording and reporting processes for the Dean's Office personnel. - Manages departmental Dean-level travel and accommodations, reimbursement requests, personnel paperwork, and other administrative tasks as needed - Manages departmental communications by composing, editing, proofreading, and distributing - informational materials. - Coordinates onboarding of all new Deans Office staff including, but not limited to, a welcome phone conversation/email, office preparation, computer and office supply procurement, system access forms, and an introduction to google suite and the staff web dashboard resources. - Responsible for training of the Deans Office Administrative Assistants in the Graduate and Undergraduate Division on SAIC systems, policy, and procedure. Facilitate best practices to support operational efficiency and effectiveness amongst these staff members. - Assist with planning, scheduling, and implementing special events and projects. - Maintains and updates website content as it relates to the Office of the Dean of Faculty. - Performs other duties as assigned - Qualifications - Bachelors degree or equivalent experience - Minimum 3 years of experience with administrative / executive support, preferably in an arts-related or academic environment - Familiarity with the fields of contemporary art and design - Must be proficient with Adobe Acrobat, Google Suite, and Microsoft Office Suite - Some knowledge of other software such as Adobe Creative Suite (Photoshop and/or InDesign), PeopleSoft, Concur, and/or Zoom preferred - Demonstrable editing and proofreading ability; excellent written, verbal and interpersonal communication skills, attention to detail - Ability to be proactive, adapt to changing priorities, meet deadlines, and work independently in a fast-paced environment - Pay,Benefits, & Work Schedule - We offer a competitive, comprehensive benefits package: - 5+ weeks of paid time off - Paid holidays (up to 14 days) - Medical, dental, and vision insurance - Competitive retirement plan (up to 9% matching contribution) - Tuition remission and Tuition Exchange Program - Great employee discounts - Complimentary general admission to participating cultural institutions Want to stay abreast of the latest job openings at the Art Institute? Sign up for our Employment Opportunities E-announcements. - Application Time Out Warning - The Art Institute of Chicago requires all applicants to complete an online application to be considered for employment. 60 minutes are allotted for applicants to complete the employment application. The application will automatically time out after 60 minutes. If you are unable to submit the completed application at this time, please choose the "Save for Later" option to avoid losing the information you have entered so far. - Closing Statement - The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace.