Reporting to the Senior Associate Director, Student Preparation, the Assistant Director manages customer service operations, including the scheduling, logistics, and maintenance of reception area and providing event support. The Assistant Director is also responsible for maintaining interdepartmental relationships, project management, and providing data support, and disseminates integrated information relevant to general career preparation that supports departmental goals. The Assistant Director will also support operational functions of the Employer Relations and Development team and Student Preparation team working closely with colleagues in Career Advancement and the Enrollment and Student Advancement Division to provide a superior level of customer service to all constituents.
Under general direction from senior management, perform complex and diverse duties in support of day-to-day operations.
Resolve office problems independently and facilitate solutions, conferring with supervisor to resolve the most complex issues.
Coordinate office functions, including developing and implementing office procedures and policies.
Serve as a resource in interpreting University policies and guidelines.
Identify priorities and multitask, recognize, resolve or refer problems, work efficiently as part of the Career Advancement team.
Provide support to senior staff members.
Greet employers, students, and other constituents and schedule and verify appointments, redirects visitors, answers telephone inquiries, and oversee Career Advancement general email inbox and employer relations inbox.
Oversee allocation of parking passes to visitors and internal constituents.
Assists with maintaining the Career Advancement Employer Suite and replenishing its supplies, and ensuring that the various interview rooms in Ida Noyes Hall are well-maintained.
Assist the Employer Relations and Development (ERD) team with administrative and operational duties and manage a small employer portfolio, support On-Campus Recruiting, coordinating with employers, data requests, preparing employer materials, processing Metcalf internship award letters, and other recruiting-related functions, while providing excellent customer service to employers as they arrive at the office
Assist in managing a high volume of students arriving in the in the Career Advancement office for on-campus interviews.
Answers questions and inquiries, directs students to the appropriate staff member, and troubleshoot technical issues related to OCR schedules.
Track student outcomes and manage data entry and organization of outcomes using Salesforce.
Collaborate with senior-management to collect data on student satisfaction and overall Career Advancement usage.
Compile data for senior staff members documenting usage findings and compile findings into quarterly utilization report and tracks findings over time to provide analysis in regards to changes in data.
Provide support in development of scheduling procedures for students in the career platform Handshake and assist with staff inquiries regarding Handshake, troubleshoot issues, and assist in developing best practices to resolve problems; oversee review and approval process for requests to access Handshake and assist with reviewing and approving new employer job postings and requests.
Hire, train, and supervise 2-6 student assistants, providing additional customer service and project support; managing schedules, delegating special projects, supervising workflow, and monitoring daily tasks.
Ensure Career Resource Assistants ability to answer telephone inquiries and direct calls to appropriate contacts.
Plan and implement customer service training for student staff.
Responsible for creating and updating Career Advancement-specific front desk manual annually.
Maintain staff meeting calendar and coordinate with senior leadership to determine agendas, recruit and communicate with participants, and disseminate follow up information.
Distribute mail to internal staff and assist with sending mail and packages and manage facilities and maintenance requests for the office.
Monitor and order some office supplies, including coffee, printer toner, and copy paper orders and serve as point of contact for external vendors, including Xerox, water supply, and paper disposal vendors.
Manage and process interdepartmental funding transfers and payments to external vendors.
Maintain a cohort of first-year student advisees.
Provide high quality career advising to first-year students seeking career preparation advice. This includes providing one-one-one career advising sessions to undergraduates in the various formats such as scheduled appointments, walk-ins, and electronic/virtual support and communication.
Maintain regular schedule of one-on-one advising appointments and provide additional advising hours during busiest times of the academic year
Provide operational support for a series of Career Advancement events and programs including career fairs, recruiting conferences, workshops, and receptions. Assist with the set-up and breakdown of events.
Assist with placing catering or food orders for various special events.
May assist with communication strategies via social media and parent and student newsletters.
Lead Performance & Flawless Execution
Exhibit Business Acumen & Organizational Astuteness
Proven understanding of career service function preferred.
Ability to manage working relationships and interact and communicate with discretion, clarity, tact and courtesy required.
Ability to keep information confidential required.
Able to successfully navigate within varying degrees of ambiguity in a fast-paced environment.
Ability to develop creative solutions to unique problems required.
Ability to work independently under pressure with frequent interruptions required.
Commitment to ensuring the highest level of tact and professionalism in interactions with internal and external participants in the program required.
Patient and tolerant attitude toward demanding clients and work required.
Ability to work independently and carry out assignments and projects without detailed instructions required
Education, Experience, and Certifications:
Bachelorâ™s degree required.
Experience in a student services higher education environment strongly preferred.
Proficiency with computers, including Microsoft Office and UChicago network functions/platforms, required. Experience with Handshake and Salesforce preferred.
Cover Letter, Resume and References
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR04046
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