Student Affairs Coordinator-Campus Life

Position is Job Grade 6 - Seasonal

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 that

occurs in October. Works with vendors related to each of 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 a 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 (room reservations, catering needs, etc.) 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 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.

Qualifications

• 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, crosscultural

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.

DETAILS

Reports to Associate Dean

ABOUT THE ORGANIZATION

The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace. We believe in a staff culture that benefits from a wide range of experience, backgrounds, and career paths, and we encourage nontraditional candidates to apply.

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.