Residence Life, Summer Program Coordinator - Interns

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.

About the Department

Residence Life provides a living-learning community in well maintained downtown facilities. Student and Professional Staff engage in community development, offer social and educational events and programs, connect residents with local resources, and provide 24hr on call support.

Position Summary

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 campaigns for leasing in the Chicago Housing Market. Provide excellent customer service to all summer residents.

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.
• Ensuring there are ID’s and welcome documents.
• 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 plan 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 walk throughs, facility inspections and 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 interns.
• 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