Assistant Director Of Operations And Administration, Facilities Services

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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ABOUT THE POSITION

Provide quality administrative, operational, event and facilities management services to IRFM and the SAIC community. Oversee event management, facilities operations, facilities/operational management of the Roger Brown, Homan Square, Condos and Ballroom properties, IRFM communications, 25 Live administration, campus data and space utilization, and special project needs. Provide leadership and supervision to student employees.

PRIMARY DUTIES AND RESPONSIBILITIES

Event Management Ballroom

• Support internal and external users of SAIC's Ballroom event space. Oversee and schedule events in the Ballroom. Coordinate with internal/external clients, service providers and SAIC's food provider to plan and support events. Coordinate event setup and breakdown, AV technical services, custodial services, and security services. Draft and process contracts for all external Ballroom events. Coordinate contract negotiations and execution between external clients and the AIC Legal Department. Maintain an updated monthly calendar of all special events in the Ballroom. Communicate and coordinate the event schedule and details to appropriate departments and staff. Maintain client files, contracts, invoicing, and payment records. Prepare and oversee the Ballroom bi-yearly operating budget and reconcile general ledger.

Administrative Operations and Special Projects

• Provide administrative and project management support to IRFM. Collaborate with IRFM staff to develop and maintain operating procedures for SAIC campus buildings and leased spaces. Develop and maintain content for IRFM Facilities-related webpages and the IRFM micro-site. Develop and maintain documentation of IRFM processes and procedures, such as but not limited to Ballroom event preparation, student employment guide and authorizations, locker check processes, etc. Respond to request for special projects that may include supporting business operations, analytics project management, planning, research activities, writing content for various outlets (reports, web, etc.).

Facilities & Operations Management: Off-Campus Properties

• Provide facility and operational management of the SAIC off-campus properties including the Roger Brown properties on Halsted and in New Buffalo, Michigan, Homan Square and the Condos. Responsible for the care and maintenance of the buildings and properties. Coordinates the delivery of all facilities services such as custodial, pest control, landscaping and inspections. Responsible for guest services and acts as a liaison between guests and SAIC. Maintains and updates the house/property guides, policies and guest contracts. Participates in planning for long term capital facilities projects.

Space Reservations, Data and Inventory

• Manages requests for space reservations through 25 Live and coordinates support services as needed. Enforces policy for use of campus spaces. Manages the space data inventory for the campus. Responsible for generating and distributing the Space Utilization Report to IRFM and fellow campus partners.

Student Leadership

• Provide leadership and direct the daily activities of student employees working in the areas of office management, reception, customer service, accounting, inventory, project support, facility management and administration. Responsible for maintaining and updating the IRFM Facilities Services Student Employment Guide. Responsible for hiring, assigning and directing work, evaluating performance and managing job duties and expectations.

IRFM Communications: Technology, Email Helplines & Customer Service

• Responsible for the technological setup and upkeep of the IRFM helplines for phone, text and email. Specifically responsible for managing communications received via multiple IRFM email addresses. Maintains a high level of customer service in responding to the community. Coordinates with fellow IRFM colleagues to attend to requests, comments and suggestions received through the email channels.

Staff Operations Facilitator

• Responsible for supporting all IRFM staff business functions including PTO reporting, maintaining up-to-date staff contact lists, and managing professional development requests. Maintains the IRFM onboarding checklist for new staff. Manage cell phones and radios for IRFM, housekeeping, Campus Security, and Engineering. Oversee the operation, administration, and training of the 360 Facilities work order system.

Event Management: IRFM- Organize a seasonal committee of volunteer IRFM staff and student employees to plan and conduct the annual student Holiday Party and Contractor Appreciation event. Organize approved IRFM social events, such as bi-weekly staff socials or seasonal off-campus social events. Solicit suggestions for and coordinate event activities, meals and beverages, or party favors. Research potential internal spaces or external venues. Prepare and present event budget for executive approval. Process, receive, and distribute approved orders. Coordinate with external or internal food vendors. Manage and reconcile the annual budget for such events.

QUALIFICATIONS

• Bachelor's degree preferred

• Minimum 5 years of experience in business, operations, facilities management, event management, administrative management, project management, or related field preferred.

• Demonstrated experience in budget management preferred

• Demonstrated knowledge in data management systems such as Air Table or equivalent a plus

• Demonstrated knowledge of project management systems such as ClickUp or equivalent a plus

• Experience working in a non-profit or cultural organization environment preferred

• Experience working in higher education is preferred.

• Excellent written, oral, and communication skills

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.

UNION INFO

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