University of Chicago · 5 months ago
Laboratory Schools: Project Assistant IV
Chicago, IL
Full-time
Onsite
Entry Level
$23.08/hr - $33.79/hr
2+ years expThe University of Chicago Laboratory Schools is a prestigious educational institution that offers a world-class educational journey for students from Nursery through Grade 12. They are seeking a Project Assistant IV to provide primary administrative support to the Director of Enrollment Management, assist with admissions processes, and manage various database systems while ensuring a welcoming presence for applicants and stakeholders.
Higher Education
Responsibilities
Manages “front-line” interface with most applicants, including pulling in new inquiries and applications, troubleshooting applicant questions, drafting emails and sending them to families, uploading documents to electronic applicant files, copying relevant emails to applicable files, and checking on file status for per applicant inquiries
Opens and closes the office, keeps the main office area, clean, neat and in good order
Maintains supply closet and ensures Lab has sufficient marketing and other materials/supplies for upcoming events. Takes the lead in sourcing and ordering marketing materials and other merchandise. Works with DEM to identify new items to purchase
As stated above the PA IV is expected to become an expert with Lab’s databases and other systems, and should be prepared to lead the DEM and other assistant/associate directors through the back end database processes for rolling forward admissions, enrollment, and re-enrollment. Is proactive in identifying problems, questions and concerns, and showing ownership for ensuring that processes run smoothly. The PA IV must be able to independently conduct data searches, create data fields, create, format and send communications to the appropriate parties, and update applicant files with detailed admissions information. Pulls in applicant inquiries and merges them with current applicant files, updates applicant checklists, either individually or in bulk, and creates new applicant files as needed. Can recognize when processes are not working well and may suggest process modifications. Alternatively, the PA IV will troubleshoot problems as needed, either by correcting the issue directly, or contacting the database specialists to receive assistance. Shows leadership and accountability with respect to managing the database and continuously improving the back office end of Lab’s processes
In addition to Lab’s admissions database, the PA IV must demonstrate fluency with all other necessary systems, including but not limited to Excel, Powerpoint, Google Sheets, Oracle and any new functionalities that are applied
Manages receipts, billing and ordering for the entire office. Must be highly organized and proficient with University systems including but not limited to Oracle, Workday, etc
Processes the ordering of books and supplies for scholarship students, processes refunds as needed for applicants, and manages food orders for most events
Understands Laboratory Schools admissions policies and procedures as well as general school culture via a thorough review of available resources, including print and website materials, as well as an ongoing interest in the culture of the school, and leverages this knowledge to accurately respond to applicant questions
Maintains spreadsheets of all events, schedules new events and outreach, and may RSVP for events on behalf of the office
Maintains up to date print and online materials; proactively organizes marketing materials in advance of admissions outreach efforts
As needed, attends admissions recruitment events outside of Lab during daytime, evenings and weekends
Acts as the “first face” of the admissions office by opening the office each morning and greeting visitors as they arrive. May assist applicants in drop off and pick up to their visit day classrooms
Supports all aspects of event planning, including admissions tours, visits, presentations, recruitment, retention and other events. This may include booking rooms, managing event checklists, ordering food and supplies, etc
Manages submission of receipts, payment forms and advertising and other invoices to the business office. Order supplies and maintain office order, cleanliness, and appearance
Performs other related work as needed
Qualification
Required
High School diploma or GED required
Two years relevant experience in a clerical or related field required
Ability to work independently and with limited supervision; strong executive function skills
Ability to prioritize effectively among numerous tasks and applicant needs
Ability to maintain confidentiality, and use discretion and tact in all interactions
Ability to communicate and work effectively with a wide range of people, while maintaining the positive reputation of the Laboratory Schools
Detail-oriented and self-check work
Ability to respond diplomatically to highly stressful, unexpected and nuanced situations required
Ability to work independently and as part of a team
Ability to work on multiple projects simultaneously, set priorities and independently meet deadlines, often amid constant interruption
Ability to condense large amounts of information into organized summaries for overall understanding
Excellent verbal and written communication skills
Strong knowledge of grammar, sentence structure, spelling, tense, and appropriate nuance
Ability to multi-task and maintain calm under pressure
Familiarity with billing, budgets, and office procurement procedures
Ability to prioritize and work in a fast paced environment with multiple demands
Ability to understand and reflect institutional priorities
Manage interpersonal relationships and interact/communicate with clarity, tact, discretion and courtesy with patrons, applicants, staff, faculty, students, and others
Communicate effectively in English, both orally and in writing
Identify priorities; recognize, refer or resolve problems; work effectively with supervision and as part of a team
Working knowledge of Microsoft Office and Google Docs
Strong organizational and scheduling skills
Ability to understand and support institutional needs, goals, and culture
Must have a positive demeanor and work well to support a positive culture both within the office of admissions and with other departments
Ability to effectively manage large amounts of paper, email and phone correspondence
Ability to recognize, independently resolve, or refer matters, as appropriate, to the DEM and others
In addition to English, the ability to speak Spanish or another language
Preferred
Bachelor's degree strongly preferred
Previous event and project support experience preferred
Previous experience working in high demand, executive level environment/corporation preferred
Previous experience working in an office setting preferred
Previous experience working in school admissions office setting preferred
Benefits
Health, retirement, and paid time off
Company
University of Chicago
One of the world’s great intellectual destinations, the University of Chicago empowers scholars and students to ask tough questions, cross disciplinary boundaries, and challenge conventional thinking to enrich human life around the globe.
10001+ employees
H1B Sponsorship
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