University of Chicago
Assistant Director, Operations
University of Chicago, Chicago, Illinois, United States, 60601
College Summer Session Administrator
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 include: 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 overseeing equipment 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, 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 include a college or university degree in a related field and 2-5 years of work experience in a related job discipline. Preferred qualifications include a bachelor's degree, background in a customer-facing environment, understanding of office administrative processing systems and technology, working with staff to achieve efficient office operations, project management and operations experience, proficiency in PC environment, proficiency in Word, Excel, Outlook, and on-line organizational tools, demonstrated ability to learn new technologies, superior organizational and communication skills, professional demeanor, 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, and familiarity with university environment a plus. Working conditions include an office environment, fast-paced environment, lift up to 10 pounds, sit at a computer for 5
6 hours, occasional walking to other campus locations, and work occasional evenings and weekend days. Application documents required include a resume/CV, cover letter, and references contact information.
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 include: 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 overseeing equipment 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, 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 include a college or university degree in a related field and 2-5 years of work experience in a related job discipline. Preferred qualifications include a bachelor's degree, background in a customer-facing environment, understanding of office administrative processing systems and technology, working with staff to achieve efficient office operations, project management and operations experience, proficiency in PC environment, proficiency in Word, Excel, Outlook, and on-line organizational tools, demonstrated ability to learn new technologies, superior organizational and communication skills, professional demeanor, 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, and familiarity with university environment a plus. Working conditions include an office environment, fast-paced environment, lift up to 10 pounds, sit at a computer for 5
6 hours, occasional walking to other campus locations, and work occasional evenings and weekend days. Application documents required include a resume/CV, cover letter, and references contact information.