Administrative Specialist

Chicago, IL
Jul 11, 2018
Institution Type
Four-Year Institution

Hyde Park Campus

10406 Summer Quarter

About the Unit
Summer Session at the University of Chicago welcomes over 1000 high school and undergraduate students to campus each year to participate in challenging, intensive courses that reflect the distinctive academic culture of UChicago. Summer Session combines regular undergraduate courses offered as part of Summer Quarter with a range of credit and non-credit programs designed specifically for summer participants. Summer Session continues to grow, each year adding new offerings and increasing the number of students from across the country and around the world who participate in its robust and rewarding academic programs. Summer Session serves as a center for curricular innovation, supporting both existing College students and the next generation of College students currently in high school.

Job Information

Job Summary:

Reporting to the Executive Director of Summer Session, the Administrative Specialist provides a wide range of administrative and operational support to the full-time Summer Session team. The Administrative Specialist will respond to phone calls and emails from prospective summer students and families, answering general questions about our offerings year-round, the application process during admissions season, and post-admission details in the lead-up to the start of programs in June each year. The Administrative Specialist will assist with room bookings, scheduling meetings for the senior team, as well as interviews for our seasonal staff. Administrative Specialist will also assist with tasks that support seasonal staff recruitment; payroll, enrollment, and billing processing; special events; and procurement. This position has a start date of August 2018.

  • Serve as a first point of contact with applicants, admitted students, and parents through responding to emails and phone calls. 40%
  • Assist operations staff with day-to-day administrative tasks that support all programs. 30%
  • Serve as the primary scheduler for the Summer Session staff; setting up meetings, scheduling interviews, and booking rooms. Manage the schedule for the Executive Director. 20%
  • Contribute to conversations about and document department policies, protocols, and workflows with an eye towards improved efficiency. 10%

Competencies Required:
  • Superior organizational and communication skills.
  • Professional demeanor, able to represent the university well both internally and externally.
  • Excellent customer service skills.
  • Ability to stay calm in stressful situations.
  • Comfort with both structured and unstructured work.
  • Works effectively both as part of a team and independently.
  • Ability to prioritize competing demands during seasonally busy periods.
  • Creative problem-solver, with a strong eye for details.
  • Familiarity with university environment a plus.

Additional Requirements

Education, Experience or Certifications:

  • Bachelor's degree required.

  • 1-3 years of previous administrative experience required.
  • Experience in customer-facing environment required.

Technical Knowledge or Skills:
  • Proficiency in PC environment.
  • Proficiency in Word, Excel, Outlook, and on-line organizational tools.

Working Conditions and Physical Requirements:
  • Office environment.
  • Fast-paced environment.
  • Ability to sit at a computer for 2-4 hours.

Required Documents:
  • Cover letter, which articulates your interest in this position
  • Resume
  • List of references

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualification

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Posting Date

Remove from Posting On or Before

Posting 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 773-702-5800 or submit a request via Applicant Inquiry Form.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

Full time

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

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