Desk Clerk I - Max P West/ Max P East 32 hrs.

Job description

Hyde Park Campus

68676 CSL-Residence Halls & Commons

About the Unit
The mission of Housing & Residence Life is to help develop and support inclusive communities that engage residents in exceptional living experiences within secure and well-maintained environments that foster a sense of belonging and support the academic initiatives of the University. The primary strategy for the delivery of such an environment is through a residence life program that which aims to develop strong residential communities that are self-regulating, supportive of academic success; provide a strong sense of belonging, and rich opportunities for personal, cultural, social and intellectual development. The leadership of residential faculty and adult staff in fostering these experiences is key to the success of the mission.

Job Information

Job Summary:

A Desk Clerk performs clerical duties during the academic year and is responsible for building security, access control, equipment management and mail processing. The Desk Clerk must be able to handle high and low levels of activity while providing excellent customer service to our internal and external partners. The front desk area of each building is unique and hosts one or more staff members throughout all hours of operation.

The Desk Clerk position has a 9-month schedule with multiple temporary seasonal shutdown periods during the winter, spring, and summer.

The weekly schedule for this position is at Max Palevsky East Sunday-Monday 11:00pm-7:00am; and Max Palevsky West Friday, Saturday 11:00pm-7:00am.


  • Responsible for performing clerical duties in accordance with HRL policy and expectations. This includes but is not limited to answering phone calls, checking email regularly throughout their shift, communicating information between shifts to their colleagues and supervisor, and processing resident room changes
  • Providing exceptional customer service to residents, staff, and visitors
  • Cheerfully greet residents, staff and visitors in person or by phone. Engage residents, staff and visitors as they utilize the amenities of the residence hall, including services of the front desk. Thoughtfully provide information about campus, and residence hall policies and procedures
  • Receive, record, and distribute U.S. mail, as well as, U.P.S., Fed Ex and other packages. Enter packages into online package distribution system. Carry, lift and move loads of supplies, materials and mail up to 49 lbs. regularly and managing heavier loads with the assistance of other building staff members as needed
  • Maintain vigilant awareness of security doors and lobby entryway; check resident, staff, and guest I.D.s as they enter the building; maintain resident, guest, and visitor sign-in/out records. Encode and invalidate campus cards for building room access
  • Check out and follow up for return of borrowed cleaning and recreational equipment and keys by accurately maintaining appropriate forms and records. Request front desk office supplies via online system; stock as supplies are received
  • Adheres to directives and policies outlined by leadership during trainings, via email and in the Desk Clerk manual; provide routine orientation to new employees in coordination with Assistant Directors of Operations and HRL. Responsible for accessing the automated on-call system in order to schedule replacement of staff
  • Knowledgeable in emergency protocols and evacuation systems, such as fire alarm procedures, keep alert to unusual circumstances and situations; take appropriate action and efficiently report critical issues to their supervisor and Facilities Services by phone and complete an on-line incident report for tracking purposes
  • Perform other tasks as requested by Assistant Director of Operations s and building management
  • Report building maintenance issues via phone or by submitting a service request through Facilities Services
  • Effective oral and written communication
  • Ability to work with some independence, multitask, and work with frequent interruptions

  • Ability to be aware of, control of and professionally express one's emotions
  • Manage peer to peer and supervisor interactions with courtesy, tact, and diplomacy
  • Identify priorities in order to recognize and resolve or refer problems

Additional Requirements

Education, Experience or Certifications:

  • High School Diploma or equivalent required

  • Previous customer service experience required
  • One year of general office or clerical experience required
  • One year experience in a customer service role in a college or university preferred

Technical Knowledge or Skills:
  • Knowledge of general office procedures and practices
  • Ability to keep records; assemble and organize data, and prepare and submit reports in acceptable formats
  • Working knowledge of Microsoft word, excel, outlook, and ability to navigate web-based systems
  • Ability to learn a range of position-related software applications required

Working Conditions and Physical Requirements (if applicable):
  • Ability to bend, crouch, or stoop
  • Ability to carry or lift loads up to 49 lbs.
  • Ability to sit for 8 hours or more
  • Ability to use computers extensively for 4 hours or more
  • Ability to stand for 4 to 8 hours
  • Flexibility to work in alternative areas during peak periods or building maintenance

Required Documents:
  • Resume

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.

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: 12/22/2018
Application Due: 2/20/2019
Work Type: