Registration and Records Coordinator

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 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.

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.

• 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

• 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., People Soft, 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,…