Project Assistant II

Job description

Hyde Park Campus

58664 CSL-The Registrar

About the Unit
The Office of the University Registrar facilitates faculty teaching, student learning, and institutional research. As the stewards of student data, academic systems, and classrooms, the Registrar's Office provides service to all faculty, students, staff, and alumni.

Job Information

Job Summary:

Responsible for routine data processing and information services provided by the Office of the University Registrar on behalf of members of the University community. This includes (but is not limited to) daily, weekly, quarterly, annual, and specially scheduled tasks related to: transcripts of academic records both official and unofficial; certification of documents and student enrollment. Incumbent will be cross-trained in these functions and the systems that support them, which are: Academic Information System; National Student Clearinghouse; Parchment Exchange admin portal; various interactive web sites for students, faculty, staff and alumni supported by ITS Web Services unit.

Will provide services in a rotating or seasonal manner to the following areas of responsibility within the Office of the University Registrar: University Convocation and Diploma support; faculty and staff access of administrative systems; new student data compliance; quarterly student registration and registration changes.


85% - Perform Office duties as assigned, which include:

  • Produce, print, and mail enrollment and degree certifications;
  • Validating student enrollment and degrees in the National Student Clearinghouse;
  • Produce, print, and mail transcripts, including batch transcript requests;
  • Receive, enter, and record registrations and registration changes;
  • Provide GPA calculations as requested; primary contact for troubleshooting transcript technical issues;
  • Process deferment and other miscellaneous forms;
  • Receive and sort office mail;
  • Prepare and submit office deposits; provide general office and University information to callers, patrons, staff, faculty, students, and others;
  • Answer inquiries via in-person, email, telephone or other electronic methods; respond to inquiries regarding individual student records, office procedures, and university procedures and policies for students, staff, and faculty;
  • Receive, vet, and enter information regarding registration, transcripts, course offerings or scheduling in multiple administrative systems; correct or adjust system information as necessary, per instructions of appropriate faculty, departmental administrators, and registrar staff.
  • Assist clients in administrative systems, including: my.UChicago, Academic Information System, OnBase and Student Information Analytics.
  • 5% - Support classroom and events as needed, including convocation, and other important office responsibilities.
  • 10% - Assist as needed general support to Office management.


Candidates must demonstrate the following competencies:
  • Manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with staff, faculty, students and others; communicate effectively in English, both orally and in writing; identify priorities; recognize and resolve or refer problems; work effectively with supervision and as a part of a team; use or learn a range of position-related software applications; experience with confidential records and protecting privacy and confidentiality of information required; knowledge of and experience in a higher education academic environment required; previous experience in an office environment preferred; experience with desktop software, email systems, web services, file transfer protocols, and desktop publishing required; willingness to learn, and become an expert in the use of, both the student information system and scheduling software required; demonstrated ability to work with supervision to identify, refine, and describe work task priorities and make changes as new circumstances arise required; demonstrated ability to coordinate a complex clerical process, understand relationships between faculty, staff and students and the need they have for clear and accurate information about their courses, classrooms, and grades required; ability to diplomatically handle situations between mutually exclusive interests required; ability to work well under deadline pressure required; occasional overtime with pay may be required for a period of one to two weeks each quarter.
  • Candidate should have the ability to prioritize, recognize and resolve or refer problems; considerable amount of reading; detailed work; ability to handle stress resulting from deadlines, unhappy staff, and faculty and demands on time and space; ability to handle multiple concurrent tasks involving reasoning, decision making, verbal communication, written communication, and contact by students, faculty, and staff, as part of a typical day, as well as, problem solving of daily tasks; ability to handle irregular system responses, downtime, and related system-process failures; ability to handle changes in processes, procedures, and policies, as work tasks are re-engineered though the adoption or use of new technology.

Additional Requirements

Education, Experience or Certifications:

  • High school diploma or GED required; some college coursework preferred.

  • Minimum of three years of experience in a registrar's office or related university area working with academic information and overseeing academic operations.

Required Documents:
  • Resume
  • Cover Letter

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

Benefit Eligibility

Pay Frequency

Pay Range
Please refer to Additional Requirements to see the pay ranges

Scheduled Weekly Hours

024- Local 743, I.B.T. Clerical

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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Job No:
Posted: 11/30/2018
Application Due: 12/14/2018
Work Type: