Summer Program Coordinator - Interns Job at The Art Institute of Chicago
Introduction
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.
Position Summary
This a temporary seasonal position that will provide direction and support for Residence Life’s summer housing program. Serve as the direct contact for summer interns leasing with SAIC. Manage all aspects of summer interns relationship with SAIC including leasing, billing, customer service, and overall satisfaction. Facilitate Summer Move-Ins & Summer Move-Outs. Provide facility oversight of cleaning schedules and repair schedules. Plan educational campaign for leasing in the Chicago Housing Market. Provide excellent customer to all summer residents.
Work Schedule: Apr 3, 2023 - May 15, 2023 , Monday - Friday, 9am-5pm
May 18, 2023 - Sep 11, 2023 , Thursday - Monday, 9am-5pm
RESPONSIBILITIES
Intern Leasing & Management* – Coordinate and manage all aspects of intern leasing including ensuring creation of accurate individual intern leases; processing intern leases in the housing database; creating intern amendments as needed; processing any criminal convictions paperwork submitted; tracking completion of all intern leases; completing applications as necessary. Serve as the primary point of contact for all summer interns and their guests. Communicate regularly with summer interns to ensure understanding building policies & procedures, billing, rent payment, etc. Manage intern email communication. Ensure interns are aware of important dates/times related to leasing, rent payments, move in & move out. Encourage interns to participate in SAIC sponsored events.
Move In/Move outs* – Facilitate all aspects of summer move-ins and move-outs in the 162 N State Street Residences including identifying residents moving in, ensuring resident’s rooms are clean and prepped, ensure there are ID’s and welcome documents and arranging proper staffing. Actively work with Residence Hall Director to ensure student staff are properly trained and receive ongoing training to assist with move-ins and move-outs. Create and execute logistics plans and informational campaigns. Coordinate with Residence Life staff as well as staff from other departments.
Facilities Management* – Establish cleaning schedules and preventative maintenance schedules; collaborate with facilities staff (IRFM) to implement and execute schedules to support summer occupancy needs. Participate in building walkthroughs, facility inspections, furniture grading as needed. Place Work orders as needed; ensure follow up for timely completion. Effectively track information about the status of the individual units’ amenities. Establish strong working relationships with clear communication with facilities staff (IRFM) and any contractors.
Staff Management * – Provide direct management of student staff members in relation to customer service, facilitating move-in & move-out, room preparation, intern policies, and general residence life policies.
Billing*—Directly responsible for all intern billing, including notifying interns of billing cycles, amounts due, payment options, etc; accepting and tracking all prepayments and payments; ensuring proper and timely payments; educating interns about rent procedures. Coordinate with the Assistant Director of Residence Life - Housing to provide reconciliation of General Ledger with the Housing Database to ensure accurate billing for intern. Update bills appropriately with individual amendments to intern leases
Administer Housing Database*-Utilize the Housing Database (RMS/Mercury), the online housing system, for assignment and billing of summer residents. Work within Residence Life and with other departments (i.e. Accounting, International Student Affairs, and Registrar,) in order to provide accurate and timely information on bills, applications, occupancy, etc.
Administrative Communication - Manage regular email communication with residents. Prepare reports, update documents, and facilitate administrative support to support Residence Life.
Diversity, Equity, and Inclusion (DEI)*- Participate and assist in DEI initiatives within SAIC including programming and training. Ensure all initiatives within area respond to the needs of a diverse student body.
Chicago Housing Support* - Create and update passive tools for finding rentals/sub-leases in Chicago geared towards SAIC students and their families including printed materials with current resources, dynamic presentations of the vast array of Chicago neighborhoods, educational pieces (videos/presentations) around “how to” lease. Benchmark Chicagoland schools for resources related to finding off campus housing. Create visual documents to assist students and parents with finding housing in Chicago
Liaison with other Departments* - Serve as liaison with other departments and offices on campus including: Campus Security, Instructional Resources and Facilities Management, President’s Office, Office of Student Affairs, Health Services, Counseling Services, Academic Advising, Information Services, CRIT, Admissions.
Communication* – Maintain regular contact with appropriate resources to ensure effective operation of residence halls; communicate facility issues to appropriate areas in a timely fashion; communicate student issues/crises; respond to parental communication as appropriate; meet weekly with supervisor; provide written reports as requested by department head.
Quality Service*—Provide quality service to all internal and external constituents at SAIC. Quality service includes responding in a prompt and professional manner to all student or guest concerns as well as working with others at SAIC to provide assistance when needed. Quality service also includes setting a high standard of service for all full-time staff and student staff, training that staff appropriately, and holding that staff accountable to this standard.
Other Duties as Assigned
PHYSICAL REQUIREMENTS
- Prolonged periods sitting at a desk and working on a computer
- Walk to other buildings on campus for meetings and programs; occasional standing requirements include facilitating programs, move-in and move-out, orientation and other large-scale events
- Occasionally moves about inside the office to access file cabinets, office machinery, etc.
- Must be able to lift 25lbs
- Constantly operates a computer and other office productivity machinery, such as a copy machine and printer
Qualifications
Bachelor’s degree preferred
Effective communication skills
Proficiency in Microsoft Office Suite
Ability to work with diverse populations, including multicultural experience, cross-cultural communication skills and the ability to create and promote an inclusive community
Temporary
Temporary Seasonal
Duration: Apr 3, 2023 - Sep 11, 2023
Work Schedule: Apr 3, 2023 - May 15, 2023 , Monday - Friday, 9am-5pm
May 18, 2023 - Sep 11, 2023 , Thursday - Monday, 9am-5pm
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