Assistant Director, Operations - JR31106-3800

The University of Chicago • Chicago, IL • 2d ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12889227 Department

College Summer Session

About the Department

Summer Session

Job Summary

This role provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit.

Responsibilities

In conjunction with Summer Session leadership, reviews, strategizes,

and implements business and tactical processes to improve Summer Session operations with key stakeholders for the Summer office and across the College and University.

Directs and implements office operations and day-to-day

administrative tasks that support all programs.

Understands and applies essential University policies to office

setting and operations.

Manages office efficiency by planning and implementing systems,

including overseeingequipment needs, supporting supply procurement, and directing organizational systems and changes to projects.

Liaison for essential office needs, including communication and

processes for maintenance, shipment, and inventory management.

Oversees office, and goods and services for staff and projects.

Manages staff and candidate recruitment, interviewing, and

onboarding.

Manages office event planning.

Point of contact for internal and external stakeholders.

Manages and delegates front office communications with applicants,

admitted students, undergraduate students, and parents.

Develops and organizes consistent messaging for emails and phone

calls that are directed to the Summer Session office.

Manages and supports other communication and outreach processes with

students, parents, and other individuals related to projects, and as needed.

Collaborates on website content to ensure accuracy, alignment with

institutional messaging, and consistency in tone.

Manages the development of pre-college students handbook and

materials.

Directs and implements academic related projects including

fieldtrips, event ticket purchases, transportation, meals, and processing payments to vendors.

Communicates with instructors/teaching assistants and vendors to

ensure successful and smooth course-related trips.

Fosters collaborative projects for the Executive Director and the

Director of Academic Programs.

Contributes to conversations about and documents department

policies, protocols, and workflows with an eye towards improved efficiency.

Identifies opportunities for process and office management

improvements and designs and implements new office systems.

Contributes to project-based organization and facilitation.

Responsible for training office staff on office procedures and

compliance protocols. Coordinates special projects.

Assists in the monitoring of the various financial and budgetary

activities, including vendors contracts. Preparing and monitoring the budget for a unit.

Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

Preferred Qualifications

Education:

Bachelor\'s degree.

Experience:

Background in customer-facing environment.

Understanding of office administrative processing systems and

technology.

Working with staff to achieve efficient office operations.

Project management and operations experience.Technical Skills or Knowledge:

Proficiency in PC environment.

Proficiency in Word, Excel, Outlook, and on-line organizational

tools.

Demonstrated ability to learn new technologies.

Preferred Competencies

Superior organizational and communication skills.

Professional demeanor, represent the University well both internally

and externally.

Excellent customer service skills.

Stay calm in stressful situations.

Comfort with both structured and unstructured work.

Work effectively both as part of a team and independently.

Prioritize competing demands during seasonally busy periods.

Creative problem-solver, with a strong eye for details.

Familiarity with university environment a plus.

Working Conditions

Office environment.

Fast-paced environment.

Lift up to 10 pounds.

Sit at a computer for 5 - 6 hours.

Occasional walking to other campus locations.

Work occasiona

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