Department Assistant

University of Chicago • Lexington, KY

3d • $20 - $25

About The Position

The Department Assistant supports the Department Administrator in managing graduate and undergraduate programs. The role involves working closely with faculty, students, and staff, serving on and supporting faculty committees. The Assistant communicates department policies and procedures clearly, provides administrative guidance to students, answers questions about degree programs, and helps maintain accurate student records. Key responsibilities include supporting graduate admissions and orientation, tracking student progress, assisting with course scheduling and faculty searches, organizing student events and departmental promotions, and preparing instructional materials and forms. The Assistant also provides general office support and regularly interacts with other University offices and the public. This position works as part of a team and supports the mission of the department, division, and University. This is a full time, benefits eligible position. To be considered for this position, applicants must provide all required materials including a resume AND cover letter.

Requirements

• 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.
• 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.

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.

Benefits

• The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level