Associate Director, Academic Administration

1 month ago

Chicago, United States Art Institute of Chicago Full time
MISSION

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.

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 8

ABOUT THE POSITION

Reporting to the Dean of Administration, Budget, and Planning, the Associate Director, Academic Administration provides guidance and support to the Director of Program Review and Assessment. The Associate Director supervises the Administrative Coordinator who provides administrative support to the Office of Graduate Studies, the Office Undergraduate Studies, and the Director of the Academic Spine. The Associate Director manages internal grant funds for faculty, relocation payments for new full-time faculty, and the visiting lodging budget for priority departments. Additional Associate Director responsibilities include tracking faculty sabbaticals, providing some administrative support for faculty contract and tenure reviews and the faculty promotion process, and maintaining the faculty lifecycle data in the faculty database relevant to this position. Reviews and approves Dean's Office expenses in the financial system.

RESPONSIBILITIES
  • Provides guidance and support to the Director of Program Review and Assessment

    • Develop and maintain the Program Review tracking matrix
    • Collect assessment reports and evidence materials toward HLC reporting and ongoing evidence file creation
    • Collect and maintain files from across the institution toward the mid-cycle accreditation visit
    • Work with the Director on a full HLC policy and compliance audit and maintain a system for regularly tracking new policy implementation
    • Provide Administrative support in scheduling and managing Visiting Review Team visits; securing non-disclosure forms, travel, meeting itinerary, payments, etc.
  • Supervises the Administrative Coordinator for the Graduate and Undergraduate Divisions whose general responsibilities include:

    • Provide office reception and coverage
    • Facilitate communication and correspondence
    • Maintain calendars, website, and online resources
    • Schedule meetings
    • Office management: order supplies, organization, filing, copying, mail, phones
    • Process financial transactions, manage budget
    • Knowledge of institutional policy
    • Events: space, catering, publicity, tech.
    • Low Res Graduation: works with Student Affairs and the Low Residency MFA program director, faculty, and staff
    • Provides administration for classes: Spine, Bill and Stephanie Sick Distinguished Visiting Professor
    • Managing student worker(s)
  • Faculty travel/research funds: Manages funds awarded by the Dean of Faculty. The Dean awards funds annually to faculty for tech/equipment, relocation, graduate assistants, and travel/research. These funds are tracked by faculty member for each academic year. Institutional and Dean's Office policies on the usage of these funds are kept current and communicated to faculty. Reimbursement requests are reviewed and approved.
  • Manages internal grant funds for faculty: Opportunities are clarified, communicated, and posted on the faculty dashboard. Responds to inquiries from faculty as needed. Gathers application materials and presents them for review to the Dean's Selection Committee. Prepares award communications for the Dean to send. Tracks all awards in the faculty database.
  • Track faculty sabbaticals: Tracks eligibility and issues communications to individual faculty regarding their sabbatical schedule as needed.
  • Contract and tenure reviews: Schedule meetings and reserve space. Draft external review letters for tenure cases, follow-up, and track until receipt. Organize review materials. Develop review schedule, update guidelines, and prepare agendas and presentations for overview meetings with candidates, chairs, and administrative staff. Work with tenure candidates to communicate process and ascertain any technical needs for their tenure presentation.
  • Full promotions (Full-time and Part-Time): Update promotion announcements. Schedule and prepare presentations for promotion information sessions. Review all promotion application for eligibility and completion of materials. Draft letters for full promotion external and internal reviewers, follow-up and track until receipt. Prepare review spreadsheets for SAIC promotion committees. Schedule meetings and reserve space.
  • Faculty governance: Track governance positions and administers annual elections for full- and part-time faculty seats. Advise and guide the elected representatives on timeline and communicate results. Monitor part-time liaison vacancies, prepare annual list for Operations team, and submit bi-annual payments for part-time liaisons.
  • Full-time faculty searches: Set up SlideRoom for full-time faculty searches and places advertising in various publications as required for full-time faculty searches. Processes all invoices related to these functions.
  • New full-time faculty hires: Provides support to new full-time faculty related to their technical needs and relocation funds.
  • Manages the budget, awarding process, and reconciliation of the visiting artist lodging budget for priority departments.
  • Approves Concur submissions for the Dean's Office. Maintains familiarity with institutional policies.
  • Data entry into faculty database when applicable
  • Provide back up for other Dean's Office staff as needed
  • Some evening and/or weekend work may be required
  • Other duties as assigned
PHYSICAL REQUIREMENTS
  • Sitting and standing required
  • Occasional lifting of objects up to 25 lbs.
QUALIFICATIONS
  • BA/BS/BFA preferred
  • Minimum 2-5 years' experience working in higher education or a cultural organization preferred
  • Demonstrated leadership in administration
  • Organizational expertise, communication skills necessary
  • Ability to collaborate well with others
  • Ability to work with and adapt to a variety of software and system


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 apply_help@artic.edu.

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