Program and Office Support Assistant
Hyde Park Campus
43743 Internatnl House
About the Unit
International House at the University of Chicago is a dynamic residential and program center. Founded in 1932 by John D. Rockefeller, Jr., International House is today one of 19 members of the International Houses Worldwide network. The mission of International House of Chicago is to promote cross-cultural understanding, mutual respect, and friendship among students and scholars and, on behalf of the people of metropolitan Chicago, toward individuals of all nations and backgrounds. In addition, International House serves the greater Chicago community as a cultural and intellectual center for a wide array of public programs. Over 200 internationally-focused public programs are held each year at International House. These include music and cultural performances, outreach programs with Chicago-area international organizations, collaborations with foreign consulates, language exchanges and discussions, and forums and debates led by distinguished guest speakers through the longstanding Global Voices Performing Arts and Lecture Program.
The primary responsibility of the Program and Office Support Assistant is to provide administrative and program support to International House. The Program and Office Support Assistant will be tasked with supporting a group of staff members at International House representing various functional areas including programs and external relations, business operations, and alumni relations and development. The Program and Office Support Assistant will provide support on staff and project-related activities, serve as a first-line resource to staff and students, and other constituents in a fast-paced administrative office setting. The Program and Administrative Support Assistant will work in a team environment with other staff in International House including the undergraduate and graduate student staff and in coordination with staff throughout Campus and Student Life and across campus. This is a part-time 15-19.5 hours/week position. Flexible hours available within office operating schedule (Monday – Friday, 9:00am-8pm.) Some late evening and weekend work required.
Assist Program Operations staff by:
- Providing general office support, including but not limited to: visitor control; engaging with various populations via email, phone call, and in-person; program file maintenance and oversight; and office machine operation.
- Assist program staff with various projects, including but not limited to: event preparation; event participant follow-up; and inquiry management.
- Assist with various projects related to programs and external relations, including but not limited to: event planning and preparation; event form and communication processing; program staffing; and event logistics support including scheduling catering and audio-visual services.
- Assist International House staff with various ongoing activities, including but not limited to: managing program information distribution; facilities-related services such as event diagrams; assisting with maintenance of the administrative office suite; and executing various quarterly special projects.
- Use judgment and discretion to direct questions and information to appropriate staff members.
- Assist International House staff with other projects, tasks, and duties as assigned.
- Execute a variety of administrative tasks including communications, loading and extracting customized data from an event services database system and other administrative activities and special projects which support International House staff.
- Assist with marketing and media relations including the website content management platform ExpressionEngine for International House events and services.
- Additional tasks may include helping maintain mailing lists and assisting with the production of newsletters, monthly calendars and other correspondence.
- Serve as an ambassador and articulate advocate for International House and its mission.
Education, Experience or Certifications:
- High school diploma/GED required.
- Bachelor'' degree preferred.
- At least one year of administrative experience preferred.
Technical Knowledge or Skills:
- Attention to detail required.
- Excellent organizational skills required.
- Outstanding written and verbal communication skills required.
- Customer service orientation required.
- Proficiency and comfort with computers and technology required.
- Ability to identify priorities, multi-task, and meet demanding deadlines required.
- Ability to recognize and resolve or refer problems in a calm and direct manner required.
- Ability to keep information confidential required.
- Ability to communicate with discretion, clarity, tact, and courtesy required.
- Ability to manage working relationships with one direct supervisor and numerous task/project coordinators required.
- Regular attendance, evening and weekend work required; some physical demands; must be able to lift and carry 35 lbs.
- Ability to work with a large ethnically and culturally diverse population including students and student groups
- Energy, creativity, dedication
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 duties and responsibilities associated with it.
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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?
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