Registration and Records Coordinator

AIC/SAIC UPDATED 10/2024; Chicago (IL); On-site; USD 52,000 - 76,000; Full time

Job summary

The School of the Art Institute of Chicago (SAIC) is seeking an Administrative Registrar Office professional to serve as the primary contact for internal offices in the Registration and Records Office. The role supports the printing and mailing of diplomas, phone and email workflows, and day-to-day operations under the Registrar and Associate Directors.

You will collaborate with Continuing Studies, Student Affairs, Admissions, Financial Services, and Academic Operations, ensuring accurate

Qualifications

• 3+ years of administrative or office operations experience, including coordinating the work of others.
• Proficiency with spreadsheets, word processing, email, and document management.
• Familiarity with student information systems or CRM platforms is preferred.

Responsibilities

• Facilitates communications with on-campus partners and supports daily office operations.
• Directs students, staff, and offices to Registrar services as needed.
• Makes use of office technology to improve services and operations.
• Manages hiring, training, and supervision of student office assistants.
• Maintains departmental calendars and databases and tracks supplies.

Skills

Administrative experience

Customer service

Interpersonal communication

Office productivity tools

Education

Associate's or Bachelor's degree preferred

Tools

PeopleSoft

Coursedog

Slate

Job description

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

The Office of Registration and Records is responsible for the maintenance, security, and history of students’ academic records. The office maintains the School’s catalog of degree requirements and course listings, course scheduling/registration, issues diplomas/degrees/transcripts, and collates/submits data to required reporting agencies.

Position Summary

This position serves as the primary contact in the Registration and Records Office for all internal offices at the School, facilitating the effective operations between the Registration and Records Office and internal School partners. This position also facilitates the effective execution of regular office operations such as the printing and mailing of diplomas, phone and email workflows. This position works under the supervision of the Registrar and with direction from the Associate Directors to provide day-to-day administrative support in the office.

Responsibilities

• Facilitates communications and develops operational solutions for effective work with on-campus partners such as Continuing Studies, Student Affairs /Advising, Admissions, Student Financial Services, and Academic Operations.
• Directs students, staff, and partner offices to appropriate Registrar services and solutions as needed
• Makes use of available office technology to improve services and operations in the Registration and Records Office.
• Manages daily operational services for the department including but not limited to answering phone calls, responding to emails, and mailings.
• Manages the hiring, training, and supervision of student office assistants (OAs).
• Manages student office assistants (OA) hiring and training
• Daily maintenance of departmental calendars and databases
• Tracks and maintains office supply inventory
• Other duties as needed for effective operation of the office

Qualifications

• High school diploma or GED required; Associate’s or Bachelor’s degree, or an equivalent combination of education and related experience, preferred.
• 3+ years of administrative or office operations experience, including experience training, directing, or coordinating the work of others (such as student workers, interns, or volunteers).
• Proficiency with standard office productivity tools (spreadsheets, word processing, email, and shared document management).
• Familiarity with relational databases, student information systems, or CRM platforms (e.g., PeopleSoft, Coursedog, Slate, or similar systems) preferred.
• Demonstrated customer service skills with the ability to engage collaboratively and respectfully with a diverse community of students, faculty, and staff.
• Strong written and interpersonal communication skills across in-person and digital platforms.

The expected hiring range is an estimated amount for positions based on the grade. Final offers are based on various factors, including skill set, experience, qualifications and other job-related reasons.

If you are accessing this listing from a third party, not all links to salary and benefits information may work. Please visit our career page at saic/ artic.edu/employment for complete information

Union

This position is part of a bargaining unit represented by AFSCME Council 31.

Accessibility

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page:

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at [e-mail].

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.