Temporary Programs, Systems and Database 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.
BASIC FUNCTION: Manages ARTICard, U-Pass, and other auxiliary services, including serving as the vendor liaison for the ARTICard Program off-campus program, Blick Art Supply stores and the Bookstore. Oversees the School ID Office, and provides database support for the Transact software.
PRIMARY DUTIES AND RESPONSIBILITIES
- Serve as the contact for on-campus and off-campus vendors, and manage and coordinate contracts, documentation, and reports for vendors.
- Market the ARTICard Program to incoming and continuing students and to parents, identify and grow revenue streams for the Program, develop relationships with vendors, and negotiate terms with on-site and off-site vendors.
- Manage, collect, and deposit all ARTICard Office sales and ARTICard debit account deposits both from within the office and from the various value transfer station locations on campus.
- Provide ARTICard database support and maintenance that includes adding/deleting cardholders to/from database, assigning/revoking privileges for the school community (students, faculty and school staff) on either an ad-hoc basis or via multiple update for groups of cardholders, and performing mass account deposits and account resets for the ARTIPrint, ARTIStaff, Meal Plan, CRIT Cash, and RA Cash debit accounts utilized by students, faculty and staff.
- Coordinate and facilitate the setup of new door access plans and accounts. Serve as liaison with other campus departments for access plans and account expansion changes, and improvements.
- Manage ARTICard express registration for degree students using Transact eAccounts online photo submission software, and Continuing Studies Adult, Teacher, High School, Middle School, and Children’s Programs via email photo submission.
- Provide support, guidance and assistance for InstantID project design.
- Assist with the daily services offered by the ARTICard Office. Responsibilities include, but are not limited to, handling deposits to and refund requests for ARTICash debit accounts, issuance of all new and replacement student, faculty, and school staff ID (ARTICard) Cards, and issuance of student U-Passes.
- Manage and maintain Transact database systems, including handling daily routine updates to databases, upkeep of databases, coordination and facilitating report generation for both internal and external vendor needs. Operate, manage, and maintain InstantID video equipment and database.
- U-Pass Program: Serve as the primary contact for the U-Pass Program. Coordinate contract process with CTA, ensure SAIC meets it contractual obligations with the CTA and with the students, coordinate the U-Pass creation and distribution process for each term, and manage U-Pass distribution.
EDUCATION: Bachelor's degree or equivalent project management and/or software technology experience required.
EXPERIENCE: Experience with various software programs, relational databases, and query programs, particularly related to PeopleSoft Campus Solutions Software, Transact System and InstantID is required.
- Knowledge of accounting practices and procedures including reconciling accounts, cash handling and control procedures, and auditing needs and requirements.
SKILLS:
- Strong organizational and communication skills. Demonstrated project management experience desirable.
- Able to interact in a professional, friendly, and courteous manner with individuals in a wide range of institutional areas and departments and with outside vendors, programs contacts, and other groups.
- Exhibit a strong commitment to customer service with exceptional diplomatic and interpersonal skills. Exercise good judgment and discretion in handling confidential matters.
- Abile to multi-task several assignments at the same time, to work independently and follow through on projects with minimal direction.
- Able to manage and provide appropriate direction to staff, both professonal staff and student employees.