Administrative Coordinator, Campus Operations

MISSION

The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity.

We offer a competitive, comprehensive benefits package:

Generous paid time off

Paid holidays (up to 14 days)

Medical, dental, and vision insurance

Generous parental, caregiver, and medical leave benefits

Competitive retirement plan (up to 9% matching contribution)

Tuition remission and Tuition Exchange Program

Great employee discounts

Complimentary general admission to participating cultural institutions

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Salary Grade 5

ABOUT THE DEPARTMENT

The Division of Campus Operations includes Capital Programs, Design & Construction, Exhibitions, Facilities & Logistics. These teams execute all phases of construction projects and exhibitions within the museum, and facilitate the maintenance and capital improvements of the museum campus.

ABOUT THE POSITION

The administrative coordinator for Campus Operations supports the Vice Presidents of Campus Operation, Facilities & Logistics, and the Capital Programs department by managing administrative functions across two departments. The administrative coordinator is responsible for scheduling meetings, managing calendars and overseeing contract and payment processes with vendors and other external service providers.

RESPONSIBILITIES

Scheduling: scheduling meetings; maintaining various calendars; arranging travel, managing and distributing correspondence, minutes and agendas

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

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 with little supervision. Well organized and flexible to enjoy the administrative challenges of supporting an office of diverse people.

Minimum three years of administrative support experience preferred

Demonstrated ability to learn project management software, such as concur, procore, airtable

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 preferred

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 .

Union Info

This position is part of a bargaining unit represented by AFSCME Council 31