Career Center

Job Description:

Job Summary:

The Project Assistant, under direct supervision of the Assistant Dean for Administration, assists in the coordination of projects for the Central DOS staff and the staff in the subordinate offices within the Office of the Dean of Students in the College. The Project Assistant is the frontline of communication to all constituents who interact with the DOS Office, either through walk-ins or on the phone, including students, faculty, staff, parents, and other University visitors. It is the responsibility of the Project Assistant  to maintain the organization and cleanliness of the Front Desk, to screen, evaluate, and direct inquiries, to troubleshoot challenges as they arise, to process student forms, and to provide general customer service to the second floor of Harper Memorial Library. The Project Assistant  plays a significant role in office event and meeting planning by ordering food, accepting deliveries, arranging furniture in rooms, leading clean up, preparing agendas, and setting up a/v equipment, and will often work with the DOSâ™s Assistant to accomplish these tasks. The Project Assistant helps maintain the inventory of office supplies and places orders for the Dean of Students Office including subordinate offices such as the College Programming Office, the Office for College Community Standards, and the Center for College Student Success. The Project Assistant fully manages the quarterly CTA U-PASS program and plays a lead role in scheduling the Autumn and Winter quarter department Open Houses. Finally, this role provides significant administrative support for subordinate offices and programs within the College Dean of Students Office.

Responsibilities:

CTA U-PASS (35%)

• Manage the quarterly planning and execution for card distribution, in conjunction with the College Programming Office.
• Assist students with ordering and distribution of lost or damaged cards; provide general student support for questions regarding U-PASS program.
• Prepare and send reports of enrolled students to CTA, keep track of invoices, communicate with the Bursarâ™s office regarding collecting student funds, and other program management as needed.

Provide Administrative Support to Senior Staff and College DOS Subordinate offices (35%)

• Assist senior staff with various projects as assigned.
• Relays all COVID notifications to Advisers & copies notifications into student AIS notes.
• Provide support to Dean of Students in absence of their Assistant.
• Complete administrative forms for the Office of College Community Service (OCCS), including but not limited to, Academic and Financial Review (AFR) forms for international students, academic and disciplinary history verifications, filing of ADA accommodation letters.
• Assist with organization and production of case materials for academic standing and disciplinary committees for OCCS.
• Engage in data entry and other support for the College Honors process 3X per year.
• Coordinate Chicago Academic Achievement Program (CAAP) Scholar travel to/from the Summer Academy.
• Coordinate and schedule interviews for CAAP applicants.
• Manage all aspects of the scheduling of quarterly department Open Houses, including creating the Open House calendar and communicating with departments and students regarding timing, location, and RSVPs for Open Houses.
• Coordinate interview schedules for prospective applicants for all of DOS.

Manage Front Desk Operations (20%)

• Provide customer service and respond to general inquiries on the phone, via email, and in person.
• Answer questions and direct inquiries through appropriate referrals.
• Treat confidential situations accordingly.
• Maintain mailboxes, receive, and send packages, distribute mail.
• Maintain Front Desk cleanliness, appearance, and organization.
• Serves as backup for Alumni House Project Assistant as needed which will involve working in Alumni House.

Event and Meeting Management (10%)

• Order food and other event items.
• Coordinate and receive deliveries.
• Arrange furniture and event set-up.
• Set-up and take down a/v equipment as needed.
• Order all office supplies for Dean of Students Office, College Programming Office, Office for College Community Standards, and Center for College Student Success.

Competencies:

• Strong verbal and written communication skills including excellent editing/proofreading ability in English.
• Handle multiple concurrent tasks in a competent and professional manner while also meeting deadlines required.
• Work effectively with supervision and as a part of a team, individually or while taking directions from others.
• Work with student records and maintain confidentiality/discretion at all times required.
• Excellent organizational skills required.
• Excellent interpersonal skills required.
• Handle stress at peak times for events and administrative support.
• Multitask.
• Work independently.
• Attention to Detail
• Critical thinking skills.
• Problem solving skills.
• Decision making skills.
• Reasoning skills.

Education, Experience, and Certifications:

Education:  

• High school diploma required.
• Bachelorâ™s degree preferred.

Experience: 

• Minimum 2 years of office experience required.
• Experience in higher education preferred.
• Familiarity with University structure and functions of its various offices and departments preferred.
• Experience in working in a complex, fast-paced office environment preferred.

Technical Knowledge or Skills:

• Familiarity with University of Chicago business systems â“ GEMS, BuySite, and epayments preferred.
• Knowledge of basic office software such as Microsoft Word and Excel required.
• Experience with student information systems preferred.

Pay Range: 

• $19.17 - $28.06 per hour.

Required Documents:

• Resume/CV
• Cover Letter, which is to include your interest in this position
• References Contact Information (3)

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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