Department

CSL UChicago Dining

About the Department

The University of Chicago is one of the nation's leading institutions of higher education and research. Campus and Student Life (CSL) is a division comprised of 20 departments that serve the University's 15,000 college, graduate, and professional school students, as well as the campus community more broadly. CSL is importantly charged with the dual task of supporting all students in the University, graduate and undergraduate, and managing multiple campus departments and services that serve the entire campus community. CSL's programs and services focus on supporting student academic success, providing opportunities for personal growth and leadership development, developing community and engagement through the residential housing and dining program, and in areas such as artistic expression, community service, spiritual exploration, and athletic competition. The University of Chicago community includes approximately 5,000 undergraduates and 10,000 graduate, professional, and other students and there are over 300 recognized student organizations working together to create a vibrant and dynamic student life. The University of Chicago is in the Hyde Park/South Kenwood neighborhood, a racially and economically diverse residential community of 43,000 people on the shores of Lake Michigan, about fifteen minutes south of downtown Chicago.

Job Summary

The University of Chicago seeks an organized and focused Administrative Specialist to assist in the daily operations of the UChicago Dining Office. This individual is a professional who provides office support with various tasks, such as composing and preparing materials, coordinating schedules, managing communications, managing office supplies and equipment, and leading or representing assigned positions. The person in this position is responsible for providing excellent administrative support, database input and data analysis. This position resolves problems and adjusts to the changing needs and demands of the University community as it relates to the Dining Services program. This individual supports departmental operations and provides administrative support for day-to-day Dining Services activities and responds to questions and inquiries as they arise from students, faculty, and staff. This individual will report to the Executive Director of Dining Operations, CSL Student Services.

Responsibilities

Responsible for scheduling meetings and maintaining calendars for the Executive Director and Associate Director.

Draft and edit correspondences on behalf of UChicago Dining and for the Executive Director and Associate Director, as requested.

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

Attend meetings, as determined by Executive Director and Associate Director for taking of notes and disseminating them.

Schedule meeting spaces for staff and outside groups, as needed.

Responsible for CS Gold/Simphony - Meal Plan usage & ad hoc reporting. Maroon Dollar usage and ad hoc reporting.

Coordinate large guest visits to UChicago Dining spaces.

Oversee the table tent program for student organizations.

Develop and update administrative systems to make them more efficient.

Answer questions regarding meal plans and Maroon Dollars in-person, over the phone and via email to include signing students up for various plans.

Residential Dining & Retail Sales Reporting. Maintain CS Gold system records.

Input meal plan/Maroon Dollar plan purchases into CS Gold.

Run reports out of CS Gold and Simphony as needed.

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.

Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.

Maintain oversight of all dining email accounts including Dining Staff, UChicago Dining, ID Requests, Meal Plans Requests, C.A.R.E.S. Program | UCPD Meal Plans and ensure appropriate handling of all confidential information and materials.

Assist Students/Parents/Dining Guest to navigate the meal plan enrollment and/or change process. Create Map processing reports. As assigned, processing CBORD Ad-Hoc Reports, also providing support for Patrons requesting receipts and/or refunds. Trouble-shooting Patron questions and concerns about various activities on their account. Proactively creating map processing for the UChicago Dining Tank

Serve as lead coordinator for booking visiting group dining reservations and local community partners to accommodate private dining reservation requests.

Prepare special reports and summaries.

Provide main office point of service assistance to all staff and/or incoming visitors, stakeholders, vendor partners, CHE, facilities personnel, deliveries etc. Provides a full range of clerical support for UChicago Dining

Manage the Executive Director’s calendar by excising considerable judgement as to the optimal use of their time, acting as the gateway to the office of the Executive Director and other members of the UChicago Dining Staff when appropriate.

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.

Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar.

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:

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Preferred Qualifications
 

Education:

Associate degree.

Experience:

At least two years of administrative experience utilizing Microsoft Office Suite and proficient skills in a university setting required.

Knowledge of and experience in data entry on a database application and analysis of the data utilizing Excel is required.

Preferred Competencies

Ability to perform data entry on a database application platform system to add and/or update Patron records as required.

Ability to analyze and reconcile large amount of data and relate it to multiple customer billing scenarios.

Demonstrated customer service experience.

Demonstrated knowledge of office management systems and procedures.

Strong Excellent written and verbal communication skills.

Proficiency with Windows based computers, including the Microsoft Office Suite (Word, Excel, and Outlook).

Ability to manage sensitive and confidential situations and information with absolute discretion.

Strong organizational and planning skills.

Excellent time management skills and ability to multitask and prioritize work. Well organized, detail-oriented, focused, timely, and efficient skills.

Ability to work independently with a high degree of initiative and on a team.

Working Conditions

University office setting.

Ability to bend, crouch, or stoop.

Ability to use standard office equipment.

Application Documents

Cover Letter (preferred)

Resume (required)

References (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

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

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FLSA Status

Non-Exempt

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Pay Range

$28.00 - $30.00

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 Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

 

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.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

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.