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

Campus Life is part of the Office of Student Affairs, and works to support the experience of the student outside of the classroom. The department is in charge of many large - scale events, such as New Student Orientation, Family Weekend, annual public Art Sales, as well as Graduation. Campus Life also works closely with over 60 registered student groups, and provides them support and guidance to facilitate their activities. Campus Life also operates the LeRoy Neiman Center, which is the hub of student activity on campus.

ABOUT THE POSITION

Works with Associate Dean and Director of Campus to facilitate the SAIC annual commencement ceremony in May, and plan for the Low Residency MFA commencement ceremony in early August, and New Student Orientation and Welcome Week late August. The position will also help plan for Family Weekend in that occurs in October. Works with vendors related to these events to get quotes, confirm services, and facilitate communication between vendors and Campus Life. Work with Neiman Center Coordinator on facilitating ticket distribution. Work with Associate Dean/Director of Campus Life to create list of staff working these events, and facilitate communication to the staff, walk throughs of the venue (if needed), and assignment of duties. Works with Associate Dean/Director to manage the budget for these events. Work with Associate Dean/Director and Graduate Assistant to develop plan to communicate to students/graduates and their families and friends regarding the event. Work with Associate Dean/Director on the logistics of each event.

RESPONSIBILITIES

1. *FACILITATE VENDOR ARRANGEMENTS FOR EVENTS

Under the guidance of the Associate Dean/Director, facilitate communication between various vendors needed for the events. Vendors may include regalia company, table rental services, AV services, captioning serves, catering services, and other external vendors. For commencement, Student Affairs Coordinator will keep a list of vendors and their arrival times to assist with communicating to the commencement venue

2. *COMMENCEMENT TICKET DISTRIBUTION

Work with Neiman Center Coordinator to facilitate ticket distribution to students. Problem solve ticket issues with students, the ARTICard office, and the Registrar for students who are having trouble accessing tickets. Assist in facilitating ticket distribution to SAIC Faculty. Develop weekly report of tickets issued to provide the Associate Dean.

3. MANAGE WEBSITE/APP

Under the guidance of Associate Dean/Director, manage and update the Orientation/Welcome Week website, and work with campus life staff to update Commencement/Family Weekend Sections of saic.edu. Update the MySAIC app for Welcome Week, and help create and facilitate online system for parents to review and register for Family Weekend.

4. *WORK WITH SAIC STAFF MANAGING EVENT

Under the guidance of Associate Dean/Director, communicate to SAIC staff about expectations regarding working events. Develop a staffing list, schedule and work with Associate Dean/Director to assign individual roles to each staff member participating. Create gcal for staff to communicate important details of the event. Work with commencement venue/AIC to plan a walk-through of the space prior to events. Create a meeting to facilitate a review of the logistics plan for staff working event.

5. *ASSIST WITH MANAGING BUDGET

Work with Associate Dean/Director to establish overall budget for Commencement/Orientation/Family Weekend, and work with individual vendors to finalize costs and provided services. Work with Associate Dean to pay outstanding balances before the end of the fiscal year on June 30.

6. *ASSIST WITH COMMUNICATION TO CONSTITUENTS

Work with Associate Dean and Marketing and Communications to help communicate to the various constituencies about events. Assist in facilitating communication to students, parents, guests, faculty, department chairs, and other community members. Communication will include mass email, social media, posters, and responding to questions posted to graduation@saic.edu/orientation@saic.edu/parents@saic.edu. Follow up with students who have not completed online New Student Orientation.

7. *INTERNAL EVENT ADMINISTRATION

Assist the Assoc Dean/Director in a variety of event administration tasks, include catering confirmations and room reservations. Manages details to ensure proper dates, times, and other specifics are accurate. Enters event details in the EngageSAIC platform for reviews by Facilities, A/V, Security, and other SAIC stakeholders. Assist with signage plan and organize signage for each day. Outreaches to external vendors, as needed, for event needs

8. ASSIST WITH LOGISTICS

Work collaboratively Associate Dean/Director to facilitate the logistics of event, including logistics such as: Delivery of goods by external vendors, the planning of seating for graduates, staffing plan for welcome week, staffing plan for family weekend, the robing plan for the stage party, the check in process for graduates, and the facilitation of a live stream for community members who cannot attend.

9. MANAGE FAMILY WEEKEND SCHEDULE

Work collaboratively with Assoc Dean/Director to create a schedule of events for Family Weekend, and confirm SAIC Faculty and tour guides who will facilitate the events in October.

10. OTHER DUTIES as ASSIGNED

PHYSICAL REQUIREMENTS

• Job will require sitting (65%) standing (35%), lifting objects*, pushing laundry carts of supplies*, moving tables, chairs and other supplies for events*. Maximum lifting weight 40 lbs.

• Bachelor’s Degree required
• Prior experience in working in a higher education setting
• Experience planning events a higher education setting preferred
• 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 ability to work in a team
• 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.

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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Vaccination Expectation

Becoming vaccinated against COVID-19 is the most important contribution we as individuals can make to ensure our own safety and the safety of our museum and school community. All employees must complete an attestation and provide proof of their vaccination status, or request a medical or religious exemption within the first week of employment.

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.