Dissertation Specialist

University of Chicago•Hyde Park, IL

About The Position

The Dissertation Specialist plans and supervises the daily activities of the University of Chicago Dissertation Office, a service point within the Center for Digital Scholarship. The office assists doctoral candidates with University-wide dissertation requirements. The Specialist ensures requirements are met, provides quality control, assesses workflows, and works closely with students, University staff, and ProQuest staff. The role advises dissertation writers and graduate program administrators on requirements and submission procedures; audits dissertation drafts and final copies; manages and improves audit workflows; and provides instruction on formatting, copyright compliance, and the dissertation submission and review process. The Specialist also supervises and trains student assistants, maintains dissertation information and processing records, updates procedures and informational materials, and supports convocation-related work and Center, Library, and University activities.

Requirements

College degree required.
Basic computer skills, including word processing expertise and experience with Microsoft Office.
Excellent interpersonal skills and a strong public service orientation.
Ability to communicate clearly, tactfully, discreetly, and courteously with patrons, library staff, and others.
Effective oral and written communication skills.
Ability to work effectively with colleagues in a team setting.
Ability to maintain confidentiality.
Problem-solving, judgment, decision-making, planning, and organizational skills.
Ability to take initiative, work independently, and manage multiple priorities in a complex and changing environment.
Accuracy and attention to detail.
Visual abilities including close vision, distance vision, and color vision for dissertation quality-control checks.

Nice To Haves

Graduate-level studies.
Familiarity with advanced academic writing.
Familiarity or experience with the University of Chicago dissertation process.
Relevant work experience at a research university.
Supervisory experience.
Familiarity with a language other than English.
Experience with the Chicago Manual of Style and similar handbooks.
Experience with LaTeX, RefWorks, and Web Express or similar software packages.
Experience with library catalog and bibliographic utilities.

Responsibilities

Help dissertation writers and graduate program administrators understand and follow University dissertation requirements and submission procedures.
Advise on bibliography and citation styles and manuscript formatting.
Audit draft and final dissertation copies.
Manage and assess audit workflows and provide quality control.
Document and update procedures, and recommend changes to procedures and guidelines.
Staff the Dissertation Office during set hours and respond to telephone, email, and in-person queries.
Design and publicize sessions on format requirements, copyright compliance, and dissertation submission and review through the Library’s institutional repository and optional ProQuest.
Provide instruction in the library training room and online, and work with University partners to provide related graduate student training.
Hire, supervise, and train student assistants.
Introduce new employees to Dissertation Office policies, procedures, programs, and guidelines.
Manage a database of Ph.D. candidate and dissertation information and track dissertation processing.
Contribute to Dissertation Office web pages and create and update informational materials.
Coordinate with Ph.D.-granting divisions and schools to obtain and update quarterly convocation lists.
Contribute to and help proofread annual convocation programs.
Participate in departmental meetings, planning, and Center for Digital Scholarship activities.
Participate in Library and University meetings and activities.
Perform other duties as assigned.