Desk Clerk-40 hours

University of Chicago•Hyde Park, IL

12d

About The Position

The Desk Clerk performs clerical duties during the academic year and is responsible for building security, access control, equipment management, and mail processing. The role requires providing excellent customer service to internal and external partners while handling both high and low levels of activity. Front desk areas vary by building and are staffed throughout operating hours. This is a 40-hour position on a nine-month schedule, with multiple temporary seasonal shutdown periods during winter and summer. Desk Clerks work in 24-hour operations; multiple shifts are available, primarily evenings, overnights, and weekends. The position is part of Housing and Residence Life Operations at the University of Chicago.

Requirements

High school diploma from an accredited institution or GED certificate.
Previous customer service experience.
One year of general office or clerical experience.
Knowledge of general office procedures and practices.
Ability to keep records, assemble and organize data, and prepare and submit reports in acceptable formats.
Working knowledge of Microsoft Word, Excel, and Outlook, and ability to navigate web-based systems.
Ability to learn position-related software applications.
Effective oral and written communication skills.
Ability to work with some independence, multitask, and work with frequent interruptions.
Ability to manage and professionally express emotions and interact with peers and supervisors with courtesy, tact, and diplomacy.
Ability to identify priorities and resolve or refer problems.
Ability to bend, crouch, or stoop; carry or lift loads up to 49 pounds; sit for eight hours or more; use computers extensively for four hours or more; and stand for four to eight hours.
Flexibility to work in alternative areas during peak periods or building maintenance.

Nice To Haves

One year of customer service experience in a college or university.

Responsibilities

Perform clerical duties in accordance with Housing and Residence Life policy, including answering phone calls, checking email, communicating shift information to colleagues and supervisors, and processing resident room changes.
Provide courteous, exceptional customer service to residents, staff, and visitors in person and by phone; provide information about campus and residence hall policies and procedures.
Receive, record, and distribute U.S. mail and packages from UPS, FedEx, and other carriers; enter packages into the online distribution system.
Carry, lift, and move supplies, materials, and mail weighing up to 49 pounds regularly, and manage heavier loads with assistance from building staff as needed.
Monitor security doors and lobby entrances, check identification, and maintain resident, guest, and visitor sign-in and sign-out records.
Encode and invalidate campus cards for building room access.
Check out borrowed cleaning and recreational equipment and keys, follow up on returns, and maintain accurate forms and records.
Request front desk office supplies through the online system and stock supplies when received.
Follow leadership directives and policies communicated during training, by email, and in the Desk Clerk manual.
Provide routine orientation to new employees in coordination with the Assistant Directors of Operations and the Associate Director, Desk and Mail Operations and HRL.
Access the automated on-call system to schedule staff replacements.
Follow emergency protocols and evacuation systems, remain alert to unusual circumstances, report critical issues to a supervisor and Facilities Services, and complete online incident reports.
Report building maintenance issues by phone or through Facilities Services service requests.
Perform other tasks as requested by the Assistant Director of Operations, Associate Director, Desk and Mail Operations, and building management.