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Department Assistant for Undergraduate Affairs
Category: Other
  • Your pay will be discussed at your interview

Job code: lhw-e0-89769299

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  Job posted:   Thu May 17, 2018
  Distance to work:   ? miles
  1 Views, 0 Applications  
Department Assistant for Undergraduate Affairs
## _Department_
21210 Romance Lan/Lit
## _About the Unit_
The academic departments of the Division of the Humanities have set an international standard for humanistic inquiry. Widely known for their Interdisciplinary approach to scholarship and exchange of Ideas, the Division's faculty consistently produces pioneering research that gives us the tools to articulate deep truths about ourselves. The Division comprises twenty-one departments and committees, and interdisciplinary centers and programs with approximately 1,000 students from around the world enrolled in our PhD, FA, and MA programs.
## _**Job Information**_
**Job Summary:**
The Department Assistant maintains the day-to-day operation of the departmental office and provides administrative support and guidance to the Department Administrator, Department Chair, faculty, lecturers in the language program and students, and provides assistance to other colleagues throughout the University and the general public The Department Assistant supports several operations including but not limited to the language programs, undergraduate student affairs, office administration, processing expenses, planning events, maintaining website, publicity measures and other duties as assigned.
**Responsibilities** (may perform all or a combination of the following)**:**
* In collaboration with the Directors of Undergraduate Studies, organizes quarterly events for undergraduates.
* Supports Language Coordinators and language programs; supports Directors of Undergraduate Studies in all aspects of undergraduate programming.
* Processes documentation related to lecturer renewals and hires, as well as staffing in general.
* Articulates departmental procedures to faculty, students, and staff, both orally and in writing and consults with the Administrator or respective faculty member on more complex issues.
* Serves as interface with College Advisors.
* Updates and maintains in-house databases for tracking undergraduate alumni records in FileMaker Pro, MS Access, or other software; participates in the redesign of the databases.
* Creates and updates departmental directories, e-mail lists and online calendars.
* Performs Website and maintenance and participates in new website designs.
* Organizes and develops promotional materials, including updates in social media platforms, for related to undergraduate courses.
* Tracks enrollment in courses, maintains up-to-date information about majors and minors.
* May also include publicity for departmental lectures and other departmentally-sponsored events, and arranges visitor accommodations.
* Processes reimbursements requests and tracks expenses.
* Handles general office duties such as: making copies; scanning; filing confidential materials; typing forms, labels and general correspondence; sorting mail; maintaining office equipment; purchasing office supplies; running errands; and answering the telephone and general inquiries.
* Works on new projects as directed by the Department Administrator and Department Chair.
* The Department of Romance Languages and Literatures is a multi-lingual environment.
* Ability to communicate (verbally and in writing) in at least one romance language strongly preferred.
* Ability to handle details meticulously and make few mistakes
* Ability to handle multiple concurrent tasks in a competent and professional manner while also meeting deadlines.
* Ability to work effectively with supervision and as a part of a team, individually or while taking directions from others.
* Ability to maintain confidentiality/discretion at all times.
* Ability to learn new methods to improve the position and to effectively incorporate them into the job.
* Attention to Detail
* Collaboration
* Problem solving
## _Additional Requirements_
**Education, Experience or Certifications:**
* High school diploma, or equivalent, required
* Bachelor's degree strongly preferred
* Experience in administration is required, preferably in a higher education institution
* Experience creating and maintaining databases preferred
* Experience with organizing events preferred
* Experience working directly with students preferred
* Experience with academic guidance and interpersonal advocacy skills preferred
* Experience in Web maintenance programs and social media preferred
**Technical Knowledge or Skills:**
* Strong verbal and written communication skills including excellent editing/proofreading ability in English
* Proficiency in Mac and PC environments
* Proficiency in Word, Excel, Outlook, and on-line organizational tools
* Skilled at using graphic design programs
**Required Documents:**
* Cover letter which is to include your interest in this position.
* Resume
* List of references
* A response to the following: One of the challenges of this position is to manage several details simultaneously. What methods do you use in order to juggle many responsibilities while maintaining accuracy and meeting deadlines? Please describe a specific situation. Also, please describe what you would do if you were not able to meet a deadline.
**NOTE:** When applying, all required documents **MUST** be uploaded under the **Resume/CV** section of the application.
**Pay Range**
$18.12 - $27.86
## _Benefit Eligibility_
## _Pay Frequency_
## _**Pay Range**_
Please refer to Additional Requirement above to see the pay ranges
## _Scheduled Weekly Hours_
## _Union_
024- Local 743, I.B.T. Clerical
## _Job is Exempt?_
## _Drug Test Required?_
## _Does this position require incumbent to operate a vehicle on the job?_
## _Health Screen Required?_
## _Posting Date_
## _Remove from Posting On or Before_
## _Posting Statement:_
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.
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: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
* Posted Yesterday
* Full time
* JR01463

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