Administrative Assistant, Dean of Students Office

Job description

Hyde Park Campus

46480 Graham School-Divisional Admin

About the Unit
Created at the founding of the University, the Graham School of Continuing Liberal and Professional Studies is committed to enhancing the University of Chicago's place as a preeminent intellectual destination through support of lifelong learning. Graham is dedicated to curating and disseminating the university's rich content for a broader set of learners in ever more innovative ways; helping the university engage civically, globally, and with the latest innovations in teaching and learning.

Job Information

Job Summary:

The Assistant to the Dean of Students Office at the Graham School works closely with the Associate Dean of Students and Assistant Dean of Students. This position assists with providing accommodation support for students with disabilities, student engagement programming, and general administrative support. The Assistant to the Dean of Students Office supports an inclusive environment that fosters a sense of belonging for students from diverse backgrounds and provides an opportunity to impact the larger University community's educational experiences.


General Administrative and Office Support:

  • Responding to student inquiries in a timely and professional manner, referring questions as necessary.
  • Scheduling meetings and managing calendars.
  • Compile and disseminate DoS correspondence including weekly student broadcasts, bi-weekly program staff broadcasts, and monthly faculty/instructor correspondence.
  • Create and distribute enrollment letters to serve as proof of matriculation and financial charges.
  • Track and review financial aid awards and correct erroneous tuition charges.
  • Assist in academic program enrollment verifications, matriculation reviews, term activations, and term withdrawals due to non-enrollment.
  • Provide student record management through student document retrieval, immunization record and health forms audits, academic forms management, and enrollment tracking.
  • Manage annual review of Graham School documents including, but not limited to, the student manual, graduate announcements, and instructor manual.
  • Oversee certificate processing and certificate inventory management.

Student Affairs Programming & Engagement:
  • Aid in all graduation and convocation related processes by conducting graduate verifications, compiling graduate lists, and disseminating graduation correspondence to students, faculty, and staff.
  • Track new academic program on-boarding.
  • Provide logistical support (room reservations, vendor confirmations, catering orders, materials, etc.) for annual Certificate Distribution Events, Diploma Distribution Events, Annual Convocation, and other Dean of Student Office programming as requested.

Accommodations for Students with Disabilities:
  • Manage approved accommodation implementation through correspondence with students and faculty and test proctoring.
  • Contacting faculty to verify exam times, formats, and other details.
  • Collecting syllabi for fall, spring, and summer courses to account for quizzes, exams, and other assessments throughout the term.

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this job. They are not an exhaustive list of all responsibilities, duties, and skills required of the candidate.

  • Excellent oral and written communication skills
  • Strong customer service skills and ability to interact with and serve a diverse population.tract with courtesy, clarity, and diplomacy
  • Ability to handle sensitive and confidential situations and information with absolute discretion
  • Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines
  • Excellent problem-solving skills
  • Ability to use appropriate resources to resolve an issue
  • Ability to follow an issue through to resolution
  • Considerable skill in working both independently and as a team member
  • Must be able to keep information confidential.
  • Must have the ability to work independently with a minimum amount of direct supervision and proper discernment.

Additional Requirements

Education, Experience or Certifications:

  • Bachelor's degree, certification program from a college or technical school in secretarial or office training with 2-5 years related work experience required; or equivalent combination of education and experience is required.

  • Two to five years related work experience required.
  • Experience at a baccalaureate degree college or university is preferred.

Technical Knowledge or Skills:
  • Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite is required.
  • Knowledge of People Soft, Microsoft Outlook, and content editing skills preferred.

Must be an internally motivated individual with sound judgment, attention to detail, flexibility, a positive attitude, strong and well-defined organizational and time management skills, project management skills, an ability to meet work deadlines, and a high energy level are necessary to function in this fast-paced, demanding organization.

Required Documents:
  • Cover Letter
  • Resume
  • Reference contact information

(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 Qualifications

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.

Part 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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Job No:
Posted: 11/10/2018
Application Due: 1/9/2019
Work Type: