University of Chicago · 1 day ago
Department Assistant
Chicago, IL
Full-time
Hybrid
Entry, Mid Level
$20/hr - $25/hr
2+ years expThe University of Chicago is known for its distinctive approach to philosophy, combining humanistic orientation with philosophical rigor. The Department Assistant supports the Department Administrator in managing graduate and undergraduate programs, facilitating communication and administrative guidance to students and faculty, and overseeing various departmental functions and events.
EducationHigher Education
Responsibilities
Works with the Faculty Curriculum Committee to assign days, times, and quarters to the graduate and undergraduate courses; makes and publicizes changes to the schedule throughout the year; manages the courses database, assigns course numbers to courses; contacts staff in other departments to facilitate the cross-listing and numbering of courses; submits the department’s course offerings to the Registrar for publication in the official University course listings such as the ‘Time Schedule’; manages the accuracy of the information by consulting with appropriate faculty and with the appropriate staff in the Registrar’s office when changes are requested; keeps changes updated
Supports the faculty Admissions Committee by coordinating the annual admissions process; assisting prospective and applicant students; managing admissions communications, records, databases, and reports; scheduling and supporting committee meetings; ensuring accurate distribution and tracking of applications and decisions; liaising with the Dean of Students office; organizing faculty–student meetings; and helping plan and execute Prospective Student Week, including events, materials, and visitor logistics
Maintains and reports on PhD and undergraduate student records, including grades, exam results, program requirements, and paper files; manages and queries the departmental database (FileMaker Pro); prepares reports for department leadership and faculty; tracks grade sheets, class lists, and competitive student applications in coordination with the Department Administrator; collaborates with university offices on student records functions; supports undergraduate program administration by maintaining major/minor records, monitoring enrollments, supporting advising needs, and assisting with undergraduate student organizations and activities
Processes reimbursements for a variety of department-paid expenses on both Oracle and GEMS. Manages communication of payments and ensures accuracy and timeliness
In consultation with the faculty admissions chair, plans events for admissions meetings and departmental open house for prospective students; with Department Assistant and Department Chair, plans Orientation Week and other departmental social events including Night Owls. These tasks involve ordering food, following up with and orchestrating caterers, and scheduling
Manages scheduling and calendars for department-controlled rooms, committees, and departmental activities; coordinates room and meeting use for classes, workshops, events, discussion groups, and other department-affiliated functions
Performs general office and receptionist duties; maintains office equipment and supplies; manages mail, bulletin boards (physical and online), desk copies, email Listservs, and the departmental library; supports mailings and communications; and assists with organizing student social events
Tracks search applications; maintains database(s) and document(s) to track faculty search committee comments; communicates updates to faculty and DC; prints documents as needed; keeps files electronically and hard copy as needed
Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll
Trains office staff on office procedures and compliance protocols. Coordinates special projects
Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit
Researches and analyzes data to create reports and may create other reports for grants and contracts
Performs other related work as needed
Qualification
Required
College or university degree in related field required
2-5 years of work experience in a related discipline
Working in a higher education institution
Background in office administration
Organizing events
Experience with website maintenance
Experience with complex scheduling
Proficient at managing websites and using social media as a marketing and outreach tool
Knowledge of MS Word, Excel, Power Point, standard e-mail, and internet applications
Proficient in Microsoft Word, Excel, email, internet applications, relational databases, and social media
Excellent written and verbal communication skills, with the ability to convey departmental policies, program requirements, and humanities-related information clearly and professionally to academic audiences
Expertise to draft, edit, proofread, and tailor original correspondence, including writing in the voice of others and taking dictation
Provide accurate information about degree programs and departmental procedures
Strong organizational, analytical, and problem-solving skills, with attention to detail and accuracy
Manage multiple projects from start to finish, prioritize tasks, meet deadlines, and adapt to changing needs
Work independently while also taking direction from faculty, project managers, and supervisors
Professional discretion, including maintain confidentiality and provide courteous, high-quality service
Learn new methods and incorporate improvements into the role
Benefits
Health
Retirement
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
University of Chicago has a track record of offering H1B sponsorships. Please note that this does not
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2025 (341)
2024 (318)
2023 (285)
2022 (233)
2021 (179)
2020 (172)
Funding
Current Stage
Late StageLeadership Team
Benedicte Nolens
Distinguished Executive in Residence
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