Laboratory Schools: Project Assistant IV

University of Chicago • Chicago, IL

133d • $23 - $33

About The Position

The Project Assistant IV (PA IV) reports directly to the Director of Enrollment Management (DEM). The PA IV serves as both the 'first face' of the admissions office, and functions as the primary administrative support to the DEM, while also supporting the Associate and Assistant Directors with various tasks, and must become the expert on Lab’s admissions database systems. The PA IV should be organized, show an ability to work with multiple people, and exhibit kindness and professionalism at all times. The most significant part of this position involves the mastery of complex admissions and other database systems (currently Zoom, calendly, Finalsite, Excel, Powerpoint, Oracle, Google docs, and other programs, but this may change as needs change), understanding Lab and its admissions and financial aid process, so that the PA IV may advise applicants on routine admissions questions and protocols, and manage the admissions database with a high degree of facility. The expectation is that the PA IV will become an expert at relevant databases, and the ideal candidate will show willingness and ability to learn and apply recent technological updates in order to manage a heavy influx of emails, phone calls and applications. Continuous improvement through professional development is expected, and independence, curiosity, and a positive attitude is required in a busy admissions environment. The PA IV is the first face of UCLS and should be a positive, welcoming presence both on the phone, in person, and with internal and external stakeholders. The PA IV answers most incoming phone calls and emails, and ascertains the needs of applicants, interested parties or other callers to the school. The PA IV is also responsible for answering basic informational questions regarding UCLS and the admissions process and directing the caller/visitor to other appropriate identified resources. If an additional meeting or phone call is appropriate, the PA IV shall schedule calls and visits on behalf of the DEM, Associate Director, or any Assistant Director, as appropriate. The PA IV manages the permanent file process, processes most receipts, bills, and office orders and manages office supplies. The PA IV may work at either one of Lab's two campuses or may rotate between campuses. A high degree of confidentiality, professionalism, and discretion is expected.

Requirements

• High School diploma or GED required.
• Bachelor's degree strongly preferred.
• Two years relevant experience in a clerical or related field required.
• 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.

Nice To Haves

• Ability to speak Spanish or another language.

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.
• Becomes an expert with Lab’s databases and other systems, and prepares to lead the DEM and other assistant/associate directors through the back end database processes for rolling forward admissions, enrollment, and re-enrollment.
• Proactively identifies problems, questions and concerns, and shows ownership for ensuring that processes run smoothly.
• Independently conducts data searches, creates data fields, creates, formats and sends communications to the appropriate parties, and updates 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.
• Recognizes when processes are not working well and may suggest process modifications.
• Troubleshoots 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.
• Demonstrates fluency with all 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.
• 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.
• Attends admissions recruitment events outside of Lab during daytime, evenings and weekends as needed.
• 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.
• Manages submission of receipts, payment forms and advertising and other invoices to the business office.
• Orders supplies and maintains office order, cleanliness, and appearance.
• Performs other related work as needed.

Benefits

• Health insurance
• Retirement plans
• Paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Bachelor's degree
• Number of Employees: 5,001-10,000 employees