Reporting to the Associate Director, Programs and Student Affairs, the Department Assistant provides administrative support for the academic and administrative operations and services of the Department; assists with various academic projects such as course scheduling, faculty hires, and MFA admissions; plans and organizes events from start to finish; maintains list serves and departmental wiki; tracks and processes expenses, reimbursements and payments; maintains the website and posts to social media accounts as needed; coordinates student travel; other duties as assigned.
This is a part-time, 20-hour-per-week position with benefits.
Provides expertise in paying visiting artists, independent contractors, reimbursing students and faculty, staying up to date in policies and procedures.
Processes payments and reimbursements.
Tracks all charges to DoVA accounts.
Assists with course scheduling, faculty hires, MFA admissions processes, and other academic projects as needed.
Maintains Departmental wiki.
Makes website updates as needed.
Makes social media postings as needed.
Tracks and records student and alumni accomplishments.
Works with Logan Center staff to provide access lists for DoVA classrooms.
Orders food, reserves rooms, arranges for departmental events to be set up and broken down, including weekly and quarterly critiques, admissions and graduation party.
Processes course evaluations on a quarterly basis.
Assists with the daily running of the Departmentâ™s office as needed.
Keeps office equipment working, scheduling maintenance as needed.
Provides administrative support as needed to the Chair and Associate Director.
Facilitates job searches for DoVA (schedule interviews, prepare case files, arrange travel and lodging).
Arranges student trips, working with the Universityâ™s international centers as well as travel agents, visa service agencies, and the Study Abroad office.
Maintains office and breakroom supply inventories.
Tidies and organizes office as needed.
25% Academic Projects
25% Financial Tracking
25% Events Support
15% Communications Support
10% General Administration
Ability to process expenses efficiently and within deadlines.
Ability to maintain confidentiality.
Excellent writing skills, proofreading and editing ability coupled with accuracy.
Ability to communicate effectively verbally and in writing, with people of varying backgrounds and levels.
Strong organizational skills coupled with the ability to be flexible.
Ability to track and manage finances using appropriate software and keep records current.
Basic math proficiency.
Ability to think creatively as well as strategically.
Ability to meet strict deadlines.
Proficiency in word-processing, page layout and design, database programs, MS Excel, use of the Internet, e-mail and other software programs relevant to this position.
Attention to detail and being accurate.
Ability to work an occasional evening or weekend.
Ability to work in a fast-paced environment.
Must be able to lift up to 25 lbs. for items such as medium-large cartons of mail, boxes of documents, and bottles of water.
Job requires sitting at computer for long periods of time and performing data entry that requires looking at computer screen for hours at a time.
Job entails periodic walking to other campus locations; climbing stairs; filing and mailing activities while standing; periodic stooping; carrying small-to-medium-sized loads; and operating small- and medium-sized pushcarts.
Education, Experience, or Certifications:
High school diploma, or equivalent, required.
Bachelor's degree preferred.
Experience managing projects made up of several component pieces or something similar required.
Experience working in office administration required.
Experience editing and proofreading material written by self or by others required.
Experience working with MS Word, Excel, relational databases, standard e-mail, and Internet applications required
Experience working in higher education support services preferred.
Experience organizing events preferred.
Experience working directly with graduate students preferred
Experience working with FileMaker Pro, PowerPoint, Outlook and a graphic design program preferred.
Experience with interpersonal advocacy skills preferred.
Experience at the University of Chicago preferred
Technical Knowledge or Skills:
Excellent skills in Microsoft Word, Excel, PowerPoint required
Proficiency in Photoshop preferred
Proficiency in InDesign preferred
Willingness and ability to learn new software platforms required
Letter of Interest in the Position.
List of references.
A response to the following: (Insert a supplementary question if desired).
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
$18.12 - $27.86
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.
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Internal Number: JR02803
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