Admissions Assistant/Receptionist

Location
Chicago
Posted
May 31, 2017
Institution Type
Four-Year Institution
About The Unit: The University of Chicago Laboratory Schools provide one of the world's most outstanding pre-collegiate educational experiences. Because Lab is part of the University of Chicago, the importance of intellectual life, of thought and exploration, infuses all aspects of our curriculum, and students in every grade benefit from outstanding UChicago academicians and access to unmatched resources. John Dewey, one of the great minds in education, established the Schools in 1896 as a place to explore and implement his theories on childhood education. Today's students still benefit from his vision, and today's Lab faculty are recognized as experienced leaders in their field. Families who choose Lab care deeply about curiosity, inquiry, and creativity. Approximately 60 percent of Lab families are affiliated with the University, half live in Hyde Park, and the rest come from across Chicago, the suburbs, and northern Indiana. Lab's student body reflects the diversity that is deeply valued by the Schools and its community; approximately half of our 2,000 students are people of color and families report speaking nearly 40 different languages in their homes. The Laboratory Schools seek the finest employees, people who wish to inspire a love of learning in our students and join a vibrant learning community. We employ people with a wide range of skills and training, in many different disciplines. At Lab, we value learning experientially, exhibiting kindness, and honoring diversity. We seek employees who share a similar commitment to these values. Lab people are engaged and excited by our mission. It is a great place to work and our connection to the University provides our faculty and staff with opportunities that would be nearly impossible to match in any other environment. Interested candidates should apply via our website at: http://www.ucls.uchicago.edu/about-lab/employment AA/EOE Statement: 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 773-834-1841 or by email talentacquisition@uchicago.edu with their request.

Unit Job Summary: The Admissions Assistant/Receptionist (AA/R) reports directly to the Executive Director of Admission and Financial Aid (EDAF). The Admissions Assistant will function as the primary administrative support to the EDAF and also supports the Associate and Assistant Directors with calendar management. The AA/R is the first face of UCLS, and should be a positive, welcoming presence both on the phone and in person. The AA/R answers all incoming phone calls and ascertains the needs of applicants, interested parties or other callers to the school. The AA/R 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 a meeting or phone call is appropriate, the AA/R shall schedule calls and visits on behalf of the EDAF, Associate Director, or any Assistant Director, as appropriate. The AA/R manages the permanent file process, processes most receipts, bills and office orders and manages office supplies as well and office order. The AA/R may work at either one of Lab's two campuses, or may rotate between campuses.

Unit Education: College degree strongly preferred.

Unit Experience: Minimum two years relevant experience in a clerical field required Previous experience working in an office setting required At least 3 years customer service experience required Working knowledge of Microsoft Office and Google Docs required Ability to quickly learn Admissions database, Portal/Filemaker required Previous event and project support experience preferred Previous experience working in high demand, executive-level environment/corporation preferred

Unit Job Function Competencies: Candidate must demonstrate the following competencies: manage interpersonal relationships and interact/communicate with clarity, tact, discretion and courtesy with patrons, applicants, staff, faculty, students and others. Communicate effectively in English, both orally and in writing. Identify priorities; recognize, refer or resolve problems; work effectively with supervision and as part of a team. Working knowledge of Microsoft Office and Google Docs required; ability to learn admissions office software preferred. Strong organizational and scheduling skills, combined with an attention to detail required. Ability to understand and support institutional needs, goals and culture preferred. Must have a positive demeanor and work well to support a positive culture both within the office of admissions and with other departments. Superior organizational skills, particularly with respect to large amounts of paper, email and phone correspondence Significant proficiency with various computer systems, including Microsoft Excel, Word, Portal/Filemaker and Google Docs required Superior decision-making skills. Ability to recognize, independently resolve, or refer matters, as appropriate, to the EDAF and others required Ability to work independently and with limited supervision; strong executive function skills required Ability to prioritize effectively among numerous tasks and applicant needs required Ability to maintain confidentiality, and use discretion and tact in all interactions required Strong interpersonal skills; ability to communicate and work effectively with a wide range of people, while maintaining the positive reputation of the Laboratory Schools required Detail-oriented required Ability to respond diplomatically to highly stressful, unexpected and nuanced situations required Ability to work independently and as part of a team required Ability to work on multiple projects simultaneously, set priorities and independently meet deadlines, often amid constant interruption required Ability to work in open, public space and interact with the public as necessary required Strong organizational skills. Specifically, ability to condense large amounts of information into organized summaries for overall understanding required Excellent verbal and written communication skills required Strong knowledge of grammar, sentence structure, spelling, tense, and appropriate nuance is required. Ability to multi-task and maintain calm under pressure required Facility with billing, budgets and office procurement procedures. preferred Mental Demands: Ability to prioritize and work in a fast paced environment with multiple demands. Ability to understand and reflect institutional priorities.