College Dean of Students Project Assistant - College Advising Office

Department ​
 
College Dean of Students in the College

About the Department

​

The Office of the Dean of Students in the College has broad responsibility for the success of all College students. The Dean of Students (DOS), who reports to the Dean of the College (DOC), oversees the College Academic Advising Office (CAAO), the College Center for Student Success (CCSS), College Programming and Orientation (CPO) and Office of the College Community Standards (OCCS). These subunits support our students from acceptance of their UChicago offer of admission through pre-orientation, across their four years navigating personal and academic issues, through their final College experiences of convocation and graduation. The DOS staff need to understand University policies and the College curriculum as they not only work with students, but they also interact with faculty, parents, and staff from other offices. The Office of the DOS in the College and its subordinate divisions CAAO, CCSS, CPO and OCCS are committed to enriching the working environment for all staff by promoting a culture of inclusion, diversity, equity, and accountability. We invite individuals with diverse backgrounds, experiences, and abilities to apply.

Job Information ​
 

Job Summary:

The Project Assistant, under direct supervision of the Assistant Dean for Administration, is a full-time position, assisting in the coordination of daily projects for the staff who are based in Alumni House.  The Project Assistant is the frontline of communication to all constituents who interact with the College Advising Center, 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, and to provide general customer service for Alumni House. 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. The Project Assistant helps maintain the inventory of office supplies and places orders for the Dean of Students Office staff who work at Alumni House.  The Project Assistant works regularly with the Academic Information System (AIS) and related systems on such tasks as clearing adviser alerts and processing non active student records. This role will also complete various office tasks as needed such as make copies, scan and file student records, assist other staff with the CTA U-PASS program, collect and organize data, and generally support the senior staff on projects.

Responsibilities:

Office and Administrative Support (40%)

• Understand the role and responsibilities of Adviser, Deans, and staff at advising to better triage student, parent, and campus partner needs.
• Manage the [email protected] inbox.
• Assist advising staff with various projects as assigned.
• Provide support to Dean of Students in absence of their Assistant.
• Clear adviser alerts each quarter.
• Participates in the hiring process by scheduling candidate interviews and coordinating hiring committees at the direction of the Director and Assistant Director of Advising.
• Order supplies and process facilities and maintenance requests for staff in Alumni House.

Manage Front Desk Operations (35%)

• Provide customer service to students, parents, faculty, alumni, and staff on the phone or in person at the Front Desk.
• Answer questions and directs inquiries through appropriate referrals.
• Maintain mailboxes, receive and send packages, distribute mail.
• Maintain Front Desk cleanliness, appearance, and organization.
• Assist students as needed with forms, submissions, and various requests.
• Direct Emeriti and Visitors to appropriate space on the first floor of Alumni House.

Event and Meeting Management (15%)

• Order food and other event items.
• Arrange furniture and event set-up.
• Set-up and take down a/v equipment as needed.

CTA U-PASS (10%)

• Assist students with distribution of lost or damaged card replacements; provide general student support for questions regarding U-PASS program.
• Assist in the quarterly planning and execution for card distribution, in conjunction with U-PASS coordinator and CPO.
• In absence of the U-PASS coordinator, prepare and send reports of enrolled students to CTA, pay invoices, and collect and deposit funds from students, and other program management as needed.

Competencies:

• Strong verbal and written communication skills.
• Strong organizational skills.
• Take initiative and to work independently.
• Prioritize and manage concurrent tasks with interruptions, ability to meet deadlines and respond to many emails, in person and phone requests in a timely fashion.
• Work effectively without supervision and as a part of a team, individually or while taking directions from others.
• Work effectively with multiple constituencies required.
• Establish good working relationships with people of different backgrounds.
• Handle multiple concurrent tasks in a competent and professional manner while also meeting deadlines.
• Maintain confidentiality/discretion related to students, faculty, and staff, at all times.
• Work under pressure and to handle stress situations with multiple competing deadlines.
• Multi-task and have attention to detail.
• Critical thinking, problem solving, and decision-making skills.

Additional Requirements ​​
 

Education, Experience, and Certifications

Education:

• High school diploma or GED required.
• Bachelor's degree preferred. 

Experience:

• Minimally 2 years of office experience required.
• Familiarity with University structure and functions of its various offices and departments preferred.
• Experience with communicating with students, parents, and University faculty preferred.
• Experience in working in a complex, fast-paced office environment preferred.

Technical Knowledge or Skills: 

• Familiarity with University of Chicago business systems – GEMS, BuySite, and epayments preferred.
• Proficiency in Mac and PC environments. 
• Proficiency in Word, Excel, Outlook, and student information systems. 
• Willingness and ability to learn new software and database tools.

Pay Range:

• $18.61 - $27.24 per hour.

Required Documents:

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

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Benefit Eligibility ​
 
Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

Yes

Pay Frequency ​
 
Hourly

Pay Range
 
Please refer to Additional Requirements to see the pay ranges

Scheduled Weekly Hours ​
 
37.5

Union ​
 
024- Local 743, I.B.T. Clerical

Job is Exempt
 
No

Drug Test Required
 
No

Motor Vehicle Record Inquiry Required
 
No

Health Screen Required
No

Posting Date ​
 
2022-09-30-07:00

Remove from Posting On or Before ​
 
2023-03-30-07:00

Posting Statement: ​​
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
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 Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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: http://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.