School of the Art Institute of Chicago
Administrative Coordinator
School of the Art Institute of Chicago, Chicago, Illinois, United States, 60290
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. The Institute 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. About The Department
The administrative coordinator supports the Vice President of Facilities & Logistics by managing administrative functions across the department including Buildings and Grounds, Warehouse Logistics, Health and Safety, and Trade Shops. The administrative coordinator is responsible for overseeing contract and payment processes with vendors and external service providers, scheduling meetings, managing calendars and other administrative tasks. About The Position
The administrative coordinator is responsible for overseeing contract and payment processes with vendors and external service providers, scheduling meetings, managing calendars and other administrative tasks. Responsibilities
Accounting and contract support: assists initiating and handling contracts through Jira and expenses through Concur; contacting vendors and external contractors when needed; ensures timely payment of invoices and pay applications, and assists with purchasing orders. Scheduling: scheduling meetings; maintaining various calendars; arranging travel, managing and distributing correspondence, minutes and agendas. Departmental support: coordinates with IS department for team members regarding office equipment and technology, prepares and supports onboarding of new team members, submits work orders in Jira for various departmental and project specific needs, monitoring and ordering necessary supplies and equipment. Qualifications
Energetic and experienced professional in handling a wide range of administrative and executive support related tasks and able to work independently. Well organized and flexible to enjoy the administrative challenges of supporting an office of diverse people. Preferred
Minimum three years of administrative support experience preferred Proficiency with Microsoft Office and Google suites, ability to learn new project or museum specific software (i.e. Airtable, ProCore, Concur) Strong communication skills and ability to successfully engage a broad range of internal and external colleagues Highly detail-oriented, organized, welcoming and collaborative Familiarity with not-for-profit administration Union
This position is part of a bargaining unit represented by AFSCME Council 31. Seniority level
Mid-Senior level Employment type
Full-time
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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. The Institute 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. About The Department
The administrative coordinator supports the Vice President of Facilities & Logistics by managing administrative functions across the department including Buildings and Grounds, Warehouse Logistics, Health and Safety, and Trade Shops. The administrative coordinator is responsible for overseeing contract and payment processes with vendors and external service providers, scheduling meetings, managing calendars and other administrative tasks. About The Position
The administrative coordinator is responsible for overseeing contract and payment processes with vendors and external service providers, scheduling meetings, managing calendars and other administrative tasks. Responsibilities
Accounting and contract support: assists initiating and handling contracts through Jira and expenses through Concur; contacting vendors and external contractors when needed; ensures timely payment of invoices and pay applications, and assists with purchasing orders. Scheduling: scheduling meetings; maintaining various calendars; arranging travel, managing and distributing correspondence, minutes and agendas. Departmental support: coordinates with IS department for team members regarding office equipment and technology, prepares and supports onboarding of new team members, submits work orders in Jira for various departmental and project specific needs, monitoring and ordering necessary supplies and equipment. Qualifications
Energetic and experienced professional in handling a wide range of administrative and executive support related tasks and able to work independently. Well organized and flexible to enjoy the administrative challenges of supporting an office of diverse people. Preferred
Minimum three years of administrative support experience preferred Proficiency with Microsoft Office and Google suites, ability to learn new project or museum specific software (i.e. Airtable, ProCore, Concur) Strong communication skills and ability to successfully engage a broad range of internal and external colleagues Highly detail-oriented, organized, welcoming and collaborative Familiarity with not-for-profit administration Union
This position is part of a bargaining unit represented by AFSCME Council 31. Seniority level
Mid-Senior level Employment type
Full-time
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