Administrative Assistant
Administrative Assistant
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1 Vacancy
Job Description
ABOUT THE DEPARTMENT
The staff on the Academic Administration/Operations team provides administrative support to the Department Chairs/Directors faculty and students in the academic departments and programs.
ABOUT THE POSITION
The Administrative Assistant works under the supervision of and with direction from the Senior Administrative Directors to provide daytoday administrative support to Department Chairs/Directors faculty and students in the academic departments and programs. Responsibilities include but are not limited to general office reception and support accounts payable processing assisting with special projects and events entering facility maintenance requests and managing student worker office assistants.
Please click on the links below to view our competitive comprehensive benefits package:
- Hiring Range
- Benefits
- PTO Overview
- Job Classification: Full Time Staff
- Grade Level: 5
RESPONSIBILITIES
Administrative Support and Office Reception
- Facilitates communication between the administrative staff Department Chairs/Directors faculty and students; answering questions and providing solutions when possible and escalating requests as necessary
- Manages daily reception services for the department(s). Answers phone calls and responds to
- Daily maintenance of departmental calendars and databases
- Maintains office supply inventory
- Directs students to appropriate student services as needed
- Assists with facilitating substitutes for faculty absences
- Assists with communicating the field trip policy to faculty as needed and assist with the administrative process
- Stays current on and utilizes administrative institutional software
- Fields requests for departmental tools/supplies
- Files and organizes office records distributes mail and makes copies
Accounts Payable
- Enters accounts payable documents into the accounting system and software
- Purchases instructional and office supplies with the unit procurement card
- Assists with travel arrangements per diem payments and accommodations for faculty and visitors
- Assists faculty with submitting their corporate card reconciliation and answers related questions on institutional policy
Event Support
- Assists with events; such as departmental lecture series student and faculty orientations symposiums etc.
- Enters events into the institutional software prepares publicity materials arranges catering and be present for the event as needed
Facilities
- Assists with classroom access lists
- Submits and tracks progress of facility maintenance requests
Student Workers
- Manages student office assistant (OA) hiring and training
- Posts jobs on the institutional student job Prepares and submits work authorizations and approves timesheets.
- Assigns work and oversees progress providing input and guidance as needed
QUALIFICATIONS
- High School diploma required; BA/BS/BFA preferred
- Strong organization and communication skills
- Excellent interpersonal skills
- Ability to work well with students faculty and staff
- Ability to handle multiple projects priorities and competing deadlines
- Ability to work with and adapt to a variety of software and systems
PHYSICAL REQUIREMENTS
- Sitting and standing required
- Some evening and/or weekend work may be required
- Occasional lifting of objects up to 25 lbs
UNION: This position is part of a bargaining unit represented by AFSCME Council 31.
EEO 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 .
Employment Type
Full-Time
