Student and Academic Affairs Coordinator

Department ​

HUM Staff: Visual Arts – Administration

About the Department

​

Focused on making, the Department of Visual Arts is one of the many specialized knowledge communities at the University of Chicago. We aim to stimulate and provoke both graduate and undergraduate students, encouraging the development of independent and challenging thought as expressed and inscribed in the visual arts. We propose that art is inquiry. Our faculty, diverse in pursuits, is critically engaged in dialogue nationally and internationally. Our students benefit from this dialogue, and are also encouraged to pursue areas of overlap with the many other disciplines represented at the university – history, art history, science, philosophy, aesthetics, theater, music, and creative writing to name a few. The staff in the Department support the teaching and research initiatives of its faculty and students.

Job Information ​
 

Job Summary:

Reporting to the Associate Director, Programs and Student Affairs, the Student and Academic Affairs Coordinator provides administrative support for the academic and administrative operations and services of the Department; assists with various academic projects such as course scheduling, faculty hires, and MFA admissions; plans and organizes events from start to finish; maintains list serves and departmental wiki; tracks and processes expenses, reimbursements and payments; maintains the website and posts to social media accounts as needed; coordinates student travel; other duties as assigned.

This is a full-time position with benefits, and is eligible for some remote-work options.

Responsibilities:

• Provides expertise in paying visiting artists, independent contractors, reimbursing students and faculty, staying up to date in policies and procedures.
• Processes payments and reimbursements.
• Tracks and reconciles all charges to DoVA accounts.
• Orders food, reserves rooms, arranges for departmental events to be set up and broken down, including weekly and quarterly critiques, admissions and graduation party.
• Assists with course scheduling, faculty hires, MFA admissions processes, and other academic projects as needed.
• Facilitates job searches for DoVA (schedule interviews, prepare case files, arrange travel and lodging).
• Maintains Departmental wiki.
• Arranges student trips, working with the University’s international centers as well as travel agents, visa service agencies, and the Study Abroad office.
• Maintains office and breakroom supply inventories.
• Tracks and records student and alumni accomplishments.
• Works with Logan Center staff to provide access lists for DoVA classrooms.
• Processes course evaluations on a quarterly basis.
• Makes website updates as needed.
• Makes social media postings as needed.
• Assists with the daily running of the Department’s office as needed.
• Keeps office equipment working, scheduling maintenance as needed.
• Tidies and organizes office as needed.
• Provides administrative support as needed to the Chair and Associate Director.

Competencies:

• Process expenses efficiently and within deadlines.
• Maintain confidentiality.
• Excellent writing skills, proofreading and editing ability coupled with accuracy.
• Communicate effectively verbally and in writing, with people of varying backgrounds and levels.
• Strong organizational skills coupled with the ability to be flexible.
• Track and manage finances using appropriate software and keep records current.
• Basic math proficiency.
• Think creatively as well as strategically.
• Meet strict deadlines.
• Proficiency in word-processing, page layout and design, database programs, MS Excel, use of the Internet, e-mail and other software programs relevant to this position.
• Attention to detail and being accurate.
• Work in a fast-paced environment.

Additional Requirements ​​
 

Education, Experience, or Certifications:

Education:

• High school diploma or GED required.
• Bachelor’s degree preferred.

Experience:

• Managing projects made up of several component pieces or something similar required.
• Working in office administration required.
• Editing and proofreading material written by self or by others required.
• Working in higher education support services preferred.
• Organizing events preferred.
• Working directly with graduate students preferred.
• Interpersonal advocacy skills preferred.
• Experience at the University of Chicago preferred.

Technical Knowledge or Skills:

• Excellent skills in Microsoft Word, Excel, PowerPoint required.
• Working with MS Word, Excel, relational databases, standard e-mail, and Internet applications required.
• Working with FileMaker Pro, PowerPoint, Outlook and a graphic design program preferred.
• Proficiency in Photoshop preferred.
• Proficiency in InDesign preferred.
• Willingness and ability to learn new software platforms required.

Working Conditions and Physical Requirements:

• Llift up to 25 lbs. for items such as medium-large cartons of mail, boxes of documents, and bottles of water.
• Sitting at a computer for long periods of time and performing data entry that requires looking at computer screen for hours at a time.
• Periodic walking to other campus locations; climbing stairs; filing and mailing activities while standing; periodic stooping; carrying small-to-medium-sized loads; and operating small- and medium-sized pushcarts.
• Work an occasional evening or weekend.

Pay Range:

• $19.94 – $29.20 per hour.

Required Documents:

• Resume/CV
• Letter of Interest in this position
• References Contact Information (3)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Benefit Eligibility ​
 
Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

Yes

Pay Frequency ​
 
Hourly

Pay Range
 
Please refer to Additional Requirements to see the pay ranges

Scheduled Weekly Hours ​
 
37.5

Union ​
 
024- Local 743, I.B.T. Clerical

Job is Exempt
 
No

Drug Test Required
 
No

Motor Vehicle Record Inquiry Required
 
No

Health Screen Required
No

Posting Date ​
 
2022-09-09-07:00

Remove from Posting On or Before ​
 
2023-03-09-08:00

Posting Statement: ​​
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity /Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University’s Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago’s Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.