Student Support Assistant

Department

PSD Computer Science: Administration

About the Department

The Department of Computer Science is an academic department that has a rich history of advancing and defining new fields of discovery in the physical sciences and computer science, and this tradition continues today. Our inquiry and impact spans from the edge of theory to human-computer interaction to Data Science. We are part of the Physical Sciences Division which includes academic departments and several interdisciplinary research institutes and centers.

Job Summary

This role provides business support within established procedures regarding office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.

Responsibilities

• Supports the Associate Director of Undergraduate Studies (ADUS) as needed in hiring process of course staff. This includes assisting with application creation, management, and communicating the finalized course staff to instructors.
• Maintains a list of fellowships. Performs periodic searches/updates to page. Works to make it accessible and easy to use for PhD students.
• Sends out Fellowship announcements and nominations, coordinates the submission and gathering of material, keeps track of deadlines, etc., to PhD Students.
• Maintains Gradmin with milestones of PhD students and assists with evaluations.
• Assists with planning on special events like orientation and visit day for prospective PhD students.
• Oversees all aspects of seminars and workshops for PhD students on how to do a phd for first year students, as well as a how to get a faculty job seminar for last year students. This involves setting a date, reserving room, contacting panelists, payment of honorariums, etc.
• Communicates with the Student Affairs Administrator regarding PhD TA and RA Assignments to students by preparing and sending letters to all students.
• Helps SAA in communicating with faculty about TA and RA assignments and funding.
• Schedules PhD student milestones (presentations and defenses) including room reservations, announcements and forms that need to be completed.
• Coordinates the early arrival of new PhD students (NDVS) including office space, computer, etc.
• Gets faculty concurrence of results of defenses and submits paperwork to the Dean of Students to ensure that milestones are documented.
• Sends email confirmations regarding TA assignments to PhD students and faculty.
• Acts as liaison for undergraduate CS groups with regards to organizing events.
• Aids ADUS in communications with undergraduates and faculty concerning CS major and minor policies.
• Coordinates with ADUS in arranging program events, such as open hours, Bx.MS orientation, etc.
• Facilitates alongside ADUS with processing registrations, including waiting list and ad hoc registrations.
• Supports ADUS by compiling various reports throughout the year for regular analysis and keeps track of the number of quarters of student TAs per year.
• In partnership with ADUS, reviews Bx/MS admissions process by organizing application materials and files.
• Orders food, reserves rooms, arranges for departmental events to be set up and broken down, including weekly and quarterly review sessions, admissions, and graduation parties.
• Provides assistance with course scheduling, admissions processes, and other academic projects as needed.
• Schedules interviews, arranges travel and lodging for visiting day or candidates.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office .
• May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

---

Preferred Qualifications

Education:         

• High school diploma or GED.
• Bachelor's degree.

Experience:       

• Multi-task and work on several projects simultaneously.
• Background working in an office setting.
• Prior work in higher education support services.
• Organizing events.
• Background at the University of Chicago.

Technical Skills or Knowledge:

• Working with MS Word, Excel, PowerPoint, standard e-mail, and Internet applications.
• Learn new software platforms.
• Proficient in Google Suite.
• Basic math proficiency.

Preferred Competencies

• Process expenses efficiently and within deadlines.
• Maintain confidentiality.
• Excellent writing skills, proofreading and editing ability coupled with accuracy.
• Communicate effectively verbally and in writing, with people of varying backgrounds and levels.
• Strong organizational skills coupled with the ability to be flexible.
• Track and manage finances using appropriate software and keep records current.
• Think creatively as well as strategically.
• Meet strict deadlines.
• Attention to detail and accurate.
• Interpersonal advocacy skills.
• Work in a fast-paced environment.

Working Conditions

• Lift up to 25 lbs. for items such as medium-large cartons of mail, boxes of documents, and bottles of water.
• Sitting at a computer for long periods of time and performing data entry that requires looking at computer screen for hours at a time.
• Periodic walking to other campus locations; climbing stairs; filing and mailing activities while standing; periodic stooping; carrying small-to-medium-sized loads; and operating small- and medium-sized pushcarts.
• Work an occasional evening or weekend.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)
• References Contact Information (3)(preferred)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

​
FLSA Status

Non-Exempt

​
Pay Range

$27.00 - $35.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

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.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.