Assistant Director of Residence Life for Housing and Summer Programs
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.
The Assistant Director of Residence Life for Housing and Summer Programs will manage all aspects of Academic Year and Summer housing processes, including management of contracts, prepayments, assignments, and communication with students. Manage all aspects of residence hall summer housing program, which include hiring, training and supervision of the temporary summer programs coordinator, management of all marketing efforts, projection and oversight of summer income including direct management of daily reconciliation, communication to all summer populations, and assignment and billing of summer populations. Administer residence hall housing database and coordinate with other offices to ensure the most effective use of the database. Supervise Residence Life Housing Coordinator and temporary Summer Programs Coordinator. Serve as quality control management over delivery of service to students and others. Respond to mid to upper level student conduct cases as needed. Provide facility oversight of cleaning schedules and repair/replacement schedules. Serve in on-call duty rotation and support Residence Life and Campus Life Programs as needed.
1. Supervision -- Supervise Housing Coordinator and temporary Summer Housing Coordinator; Provide ongoing support and training for these positions as needed; conduct performance evaluations.
2. Administer Housing Database--Administer and manage the Housing Database (RMS/Mercury), the online housing system, assignment and billing of students, interns, and guests for the Fall, Spring, and Summer Terms. Provide leadership in the administration of the housing database; develop strategies for more efficient use of our housing database and other technology. 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.
3. Academic Housing Process—Manage marketing and promotion efforts; online housing process for new and returning students; room assignments; and Housing Renewal process. Ensure effective communication with students throughout their respective housing processes.
4. Summer Housing Process-- Manage marketing and promotion efforts for summer interns, SAIC students and Continuing Studies; online housing processes; and room assignments. Ensure effective communication with constituents throughout their respective housing processes. Oversee all communication with Early College Program students, Continuing Studies guests, interns and conference groups, including mailings and e-mails via our Housing Database, Welcome Letters, etc.
5. Billing—Directly responsible for all residence hall billing issues, including coordination with Student Financial Services and Fiscal Office to ensure residence hall billing information is received in a timely and accurate manner. Provide reconciliation of General Ledger with the Housing Database to ensure accurate billing for each term. Oversee entry of all residence hall damage charges or fines and ensuring the accuracy of such charges.
6. Advise Resident Advisor Committee—Advise a student group of RAs led by a Senior RA in programming designed for residence hall students; manage the allotted budget.
7. Provide Facility Support— Establish cleaning schedules, preventative maintenance schedules, and other facility project schedules such as schedules for replacement and repair in rooms. Collaborate with the Director and Assistant Dean to manage Capital Asset Budget for repair and renovation of the residence halls, including investigating products, placing orders, suggesting repair and replacement schedules and providing leadership in coordinating delivery of items.
8. On-Call Responsibility - Participate in 24-hour on-call rotation with live-in professional staff colleagues; recognize that residence halls are open 365 days/year and therefore being on-call during holidays should be expected; respond to student and/or facilities issues/crises in person 24-hours a day; high level of in-person response to mental health concerns, other crisis and facilities emergencies should be expected; professional staff may be asked to respond to the hospital if a student is transported via ambulance; consistent communication with Dean On-Call during crisis/emergency situations; maintain accurate incident reports using Symplicity Advocate Software
9. Crisis Management—Work with Residence Life and Student Affairs team to respond to critical incidents on campus. Work with other departments including IRFM, Campus Security, Wellness Center, and others to provide appropriate response to crises.
10. Manage Occupancy/Reporting--Oversee accurate weekly occupancy statistics for residence halls, and provide comparisons to previous years, as well as the budgeted expectations. Provide reporting on a variety of issues concerning housing such as residence hall rate comparisons, historical data regarding summer housing, demographic data on residence hall occupants, etc.
11. Manage Residence Hall Move In/Move Out—Coordinate all move-in and move-out processes. Management will include developing a logistics plan and communicating with residents, residence hall staff, other departments (Security, Operations) about their role.
12. Manage Online Materials--Work with Web Services to update on-line information, including applications, updated FAQ for the web, residence hall marketing materials, off campus housing information, and other information for the SAIC website. Work with Communications to monitor and expand offerings located on the SAIC portal for continuing students.
13. Collaborate with other Departments--Work closely with Admissions Staff to ensure constant feedback on the status of housing contracts and assignments during the Fall and Spring admissions process. Work with Student Financial Services to ensure timely and accurate billing. Work with IRFM to create and implement a preventative maintenance schedule and cleaning plan.
14. Off Campus Housing—Oversee services for students looking for off-campus housing. This service includes providing online information about apartment and roommate availability, revising Off-Campus Housing Booklet that appears on the website, keeping current on relevant issues facing renters in the Chicago area, and working with Residence Life Housing Coordinator to meet with students on an individual basis about their housing needs.
15. Student Success—Provide leadership and oversight toward the goal of overall student retention. Provide individualized care to address student concerns within Residence Life, and work to eliminate barriers to retention. Utilize resources at your disposal through other departments, such as Student Financial Services, Academic Advising, Contemporary Practices, Counseling Services, and Health Services to provide a coordinated response to student needs.
16. Administer Student Conduct Cases-- Adjudicate mid to upper level student conduct cases of policy violations in the residence hall, such cases may include first time drug violations, alcohol violations, smoking violations, etc.; utilize Symplicity Software for adjudication process including notification letters, sanctioning, and closing of conduct cases
17. Quality Service—work with the Director of Residence Life to 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.
18. Assist with Office of Student Affairs Programs - Assist with OSA departmental programs such as Halloween Ball, Holiday Art Sale, Spring Art Sale, Leadership Dinner; serve on school committees and various work groups as assigned.
19. Live-in Position – This is a 12-month, live-in position; weekend and evening commitments should be expected; assist on-call staff as needed for student and/or facilities issues/crises (e.g., fire alarms, flooding, multiple student issues, etc.); allowed one weekend away each month (to be approved by supervisor).
Bachelor’s degree required, Master’s preferred
At least two years experience in residence life or related area
Must be proficient in use of Microsoft Office suite
Strong customer service skills
The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace.