Associate Director, Admissions Operations

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.

BASIC FUNCTION

Oversees all administrative functions of the Undergraduate and Graduate Admissions office. ls responsible for technical aspects of application process, including but not limited to, the yearly Common App and SlideRoom updates, monitoring integration processes and validating data, supervising the collection and closing of all application files, managing the timely processing of admissions decisions into our SIS and CRM and the accurate setup of admission letters for distribution via mail, email, and applicant portal. Responsible for monitoring systems error reports.

 

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

• Hiring Range
• Benefits
• PTO Overview
• Job Classification: Full-Time Salaried Staff
• Grade Level: 8

DUTIES AND RESPONSIBILITIES

• Supervises the processing staff and admissions coordinators, ensuring that all applicant files are closed using CRM and SIS functionality prioritizing and delegating email, phone, and SMS follow-up.
• Collaborates with the Director of Enrollment Analytics & Forecasting during the undergraduate admission/merit decision process to ensure the accurate delivery of generated letters for mailing and portal delivery.
• Work with the Director of Graduate Admissions and manage the Graduate Admissions Coordinator to ensure accurate and timely data entry of all graduate application decisions, and oversee the letter generation and delivery process, including ensuring accuracy of the applicant portal.
• Leads all Admissions application instances including but not limited to: the Undergraduate Common Application (both Freshmen and Transfer), SlideRoom for Undergraduate and Graduate portfolios collaborates with the CRM administrator for the Graduate application.
• Acts as primary trainer for all admissions counselors on technology initiatives not limited to application review, Common Application, and SlideRoom. This includes providing account access to new employees.
• Prioritizes, delegates and initiates (as necessary) a variety of correspondence based upon stages in the applicant process including merit awards and communication plan initiatives.
• Oversees that systems are in place to ensure student records are updated and accurate across Student Information systems. Works with the IT team to automate manual processes, as well as develop further data processing efficiencies.
• Provide daily and weekly reports for various stages in the application and admissions process (ready to review, missing materials, etc.), via the current system's reporting tools.
• Reviews and develops audit/error reporting to monitor the daily integrations, and report all necessary outages to Director of Admissions Operations and Technology and Executive Director of Admissions.
• Responsible for assigning and directing processing work, resolves operational issues and implements workflow enhancements.
• Evaluates performance of Admissions Processing Coordinator, Enrollment Coordinator and Graduate Admissions Coordinator, provides professional development opportunities and acts as a liaison between those positions and the Director of Admissions Technology and Operations.
• Work with the on-campus counselor to assign projects to clerical Student Workers.
• Hires and trains new staff members.
• Support the office in other duties as assigned and liaises with academic and student affairs departments as necessary.

QUALIFICATIONS

• Bachelor’s degree required
• Minimum 3 years experience in higher education enrollment setting.
• Must have strong communication skills, and ability to handle multiple projects.
• Experience with Student Information Systems and CRMs required.
• Experience with PeopleSoft, SlideRoom, and Slate preferred.
• Some evenings and weekends may be required.

The Art Institute of Chicago 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.