Reporting to the Executive Director of Summer Session, the Administrative Specialist provides a wide range of administrative and operational support to the full-time Summer Session team. The Administrative Specialist will respond to phone calls and emails from prospective summer students and families, answering general questions about our offerings year-round, the application process during admissions season, and post-admission details in the lead-up to the start of programs in June each year. The Administrative Specialist will assist with room bookings, scheduling meetings for the senior team, as well as interviews for our seasonal staff. Administrative Specialist will also assist with tasks that support seasonal staff recruitment; payroll, enrollment, and billing processing; special events; and procurement. This position has a start date of August 2018.
Serve as a first point of contact with applicants, admitted students, and parents through responding to emails and phone calls. 40%
Assist operations staff with day-to-day administrative tasks that support all programs. 30%
Serve as the primary scheduler for the Summer Session staff; setting up meetings, scheduling interviews, and booking rooms. Manage the schedule for the Executive Director. 20%
Contribute to conversations about and document department policies, protocols, and workflows with an eye towards improved efficiency. 10%
Superior organizational and communication skills.
Professional demeanor, able to represent the university well both internally and externally.
Excellent customer service skills.
Ability to stay calm in stressful situations.
Comfort with both structured and unstructured work.
Works effectively both as part of a team and independently.
Ability to prioritize competing demands during seasonally busy periods.
Creative problem-solver, with a strong eye for details.
Familiarity with university environment a plus.
Education, Experience or Certifications:
Bachelor's degree required.
1-3 years of previous administrative experience required.
Experience in customer-facing environment required.
Technical Knowledge or Skills:
Proficiency in PC environment.
Proficiency in Word, Excel, Outlook, and on-line organizational tools.
Working Conditions and Physical Requirements:
Ability to sit at a computer for 2-4 hours.
Cover letter, which articulates your interest in this position
List of references
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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.
Internal Number: JR02051
About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.