The Secretary V, under direct supervision of the Assistant Dean for Administration, is responsible for providing administrative and high-level clerical support to the Dean of Students and the Deputy Dean of Students in the College. This includes managing the calendars and coordinating meeting spaces and editing presentations and documents for the senior leaders. The Secretary V is responsible for a wide range of essential tasks that support the work of the College Dean of Students office staff, including playing a lead role in paying office bills, coordinating with vendors, managing invoices, tracking expenses, and preparing expense reports for various office staff as assigned.
Administrative Support (50%)
Effectively handles highly sensitive, and often highly confidential, information using appropriate tact and diplomacy. Provides administrative support for the Dean of Students in the College and the Deputy Dean of Students in the College.
Manages the College Dean of Students calendar, including invitations, travel, speaking engagements, events and other meetings.
Monitors DOS email inbox and forwards messages to the appropriate contact person or responds as needed to ensure timely responses.
Coordinates all meeting materials, including requesting, collecting, reviewing, and compiling materials to ensure the senior leaders are well prepared for all meetings and events and preparing travel itineraries and briefing materials as needed.
Edits and organizes documents and presentations as directed.
Fiscal support (30%)
Processes stipends, e-payments, purchase orders, and all payments for staff such as relocation/reimbursements.
Coordinates with payees to confirm that paperwork is properly completed.
Reconciles ledgers monthly and updates spreadsheets that are reviewed by DOS Directors and central DOS staff during monthly projection meetings.
Prepares expense reports for various senior staff as assigned, including the Dean of Students, Deputy Dean of Students, CPO Staff, and others as needed.
Office wide support (20%)
Serves as a backup to Harper 2nd floor reception desk.
Coordinates travel arrangements for DOS staff (hotel reservations/flights/ etc.).
Orders supplies for DOS Offices that are in Harper Memorial Library.
Effective verbal and written communication skills.
Strong organizational skills.
Take initiative and to work independently.
Prioritize and manage concurrent tasks with interruptions, ability to meet deadlines and respond to many emails, in person and phone requests in a timely fashion.
Work effectively without supervision and as a part of a team, individually or while taking directions from others.
Work effectively with multiple constituencies, required.
Establish good working relationships with people of different backgrounds.
Handle multiple concurrent tasks in a competent and professional manner while also meeting deadlines.
Maintain confidentiality/discretion related to students, faculty and staff, at all times.
Work under pressure and to handle stress situations with multiple competing deadlines.
Multi-task and have attention to detail.
Critical thinking, problem solving, and decision-making skills.
Education, Experience, and Certifications:
Bachelorâ™s degree and a minimum of two years of office experience OR a minimum of five years of office experience required.
Minimally 2 years of office experience required.
Familiarity with University structure and functions of its various offices and departments preferred.
Working knowledge communicating with students, parents, and University faculty preferred.
Background in a complex, fast-paced office environment preferred.
Familiarity with University of Chicago business systems â“ GEMS, BuySite, and epayments preferred.
Technical Knowledge or Skills:Â
Proficiency in Mac and PC environments.
Proficiency in Word, Excel, Outlook,Â and student information systems.
Learn new software and database tools.
$22.70 -Â $30.27
Cover Letter that includes interest in position.
References Contact Information (3)
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