Office Coordinator

MISSION

The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity.

Please click on the links below to view our competitive, comprehensive benefits package:

• Hiring Range:  $24.73 - $30.21 hourly
• Benefits
• PTO Overview
• Job Classification: Full-Time Hourly Staff
• Grade Level: 6

BASIC FUNCTION:

Provides administrative and accounting support for the departments and staff of Information Services, Enterprise Software & Analytics, and the Controller’s Office to assist with the smooth and efficient operation of the workplace.

DUTIES AND RESPONSIBILITIES:

1. Provides a wide range of support for IS, ESA, and Controller’s Office teams , including but not limited to invoice tracking and processing in the Concur system, assistance with Institute contract renewal procedures, circulating documents for signatures.
2. Provides support for accounting functions as needed, including assistance with external audit coordination, data entry and/or reconciliation assistance, and editing documentation and presentations.
3. Responsible for the administration of the corporate cell phone plan which includes the purchase, delivery and support of wireless devices to over 150 users.  Coordinates vendor payments and departmental chargebacks while monitoring monthly expenses and plans.
4. Assists with password resets, user account requests, and other first-level technical support services as directed by following security administration protocols.
5. Responsible for offsite document storage coordination and monitoring compliance with Institute document retention requirements.
6. Coordinates resource needs for the departments, including working with Facilities and Information Services on staff moves and needs of new hires or external visitors such as auditors..
7. Orders and maintains an inventory of office supplies and small equipment for the departments.
8. Picks up and distributes mail for the IS, ESA, and Controller’s Office departments;   coordinates with the mailroom as needed on special delivery projects such as certified or overnight mail and delivery services.
9. Provides assistance to Technical Support Services with shipping & receiving equipment and small equipment drop-off and deliveries for users.
10. Performs reception duties for the Information Services, ESA, and Controller’s offices, including managing departmental phone numbers, by receiving and screening visitors as appropriate.
11. Assists with planning office events and meetings with external parties.
12. Provides administrative support for various projects and initiatives.
13. Other duties as assigned.

QUALIFICATIONS:

• High School Diploma required. Bachelor's degree highly preferred.
• Minimum 2-5 years’ administrative experience in an office setting.
• Minimum 1-3 years’ experience in a front facing customer service capacity required.
• Experience supporting multiple projects and working in an Accounting and/or IT department preferred. Experience simultaneously supporting multiple departments, a plus.
• Current Notary Public designation strongly preferred or, as it is a requirement for the role, be willing to achieve after hire within 6 months (institution paid).
• Exceptional verbal and interpersonal skills with proven ability to communicate clearly and professionally in person and in writing.
• Proficiency in Microsoft Office Suite (Word and Excel) for document and spreadsheet management, comfort with basic computer troubleshooting required.
• Strong organizational and time-management skill