University of Chicago Press is hiring a Student Support Assistant

The University of Chicago Press is hiring a Student Support Assistant to provide business and operational support for the Department of Computer Science. You will ensure the smooth function of office services and facilities by working autonomously within established procedures.

What You'll Do

• Support the Associate Director of Undergraduate Studies (ADUS) in hiring course staff, including application creation and management.
• Maintain and update fellowship lists for PhD students, perform searches, and send announcements.
• Coordinate fellowship nominations, submissions, and track deadlines for PhD students.
• Maintain Gradmin with PhD student milestones and assist with evaluations.
• Assist in planning special events like orientation and visit days for prospective PhD students.
• Oversee all aspects of PhD seminars and workshops, including scheduling, room reservations, contacting panelists, and honorarium payments.
• Communicate with the Student Affairs Administrator regarding PhD TA and RA assignments by preparing and sending letters.
• Help the SAA communicate with faculty about TA and RA assignments and funding.
• Schedule PhD student milestones (presentations and defenses), including room reservations, announcements, and required forms.
• Coordinate early arrival for new PhD students (NDVS), including office space and computer setup.
• Obtain faculty concurrence for defense results and submit paperwork to the Dean of Students.
• Send email confirmations regarding TA assignments to PhD students and faculty.
• Act as liaison for undergraduate CS groups organizing events.
• Aid the ADUS in communications with undergraduates and faculty concerning CS major and minor policies.
• Coordinate with the ADUS in arranging program events, such as open hours and Bx.MS orientation.
• Facilitate processing registrations, including waiting list and ad hoc registrations.
• Support the ADUS by compiling various reports for regular analysis and tracking TA quarters per year.
• Partner with the ADUS to review the Bx/MS admissions process by organizing application materials and files.
• Order food, reserve rooms, and arrange setup and breakdown for departmental events, review sessions, and parties.
• Provide assistance with course scheduling, admissions processes, and other academic projects as needed.
• Schedule interviews and arrange travel and lodging for visiting days or candidates.
• Provide administrative support for a leader, coordinate information flow, and triage emails and calls.
• May initiate correspondence and other written materials under your own signature or for the leader's signature.

What We're Looking For

• Vocational training, apprenticeships, or equivalent experience in a related field.
• 5-7 years of work experience in a related job discipline.

Nice to Have

• High school diploma, GED, or Bachelor's degree.
• Ability to multi-task and work on several projects simultaneously.
• Background working in an office setting or higher education support services.
• Experience organizing events.
• Background at the University of Chicago.
• Experience working with MS Word, Excel, PowerPoint, standard email, and internet applications.
• Ability to learn new software platforms and proficiency in Google Suite.
• Basic math proficiency and ability to process expenses efficiently within deadlines.
• Ability to maintain confidentiality.
• Excellent writing, proofreading, and editing skills coupled with accuracy.
• Ability to communicate effectively verbally and in writing with people of varying backgrounds.
• Strong organizational skills coupled with flexibility.
• Ability to track and manage finances using appropriate software and keep current records.
• Ability to think creatively and strategically, meet strict deadlines, and maintain attention to detail.
• Interpersonal advocacy skills and ability to work in a fast-paced environment.

Technical Stack

• MS Word, Excel, PowerPoint
• Google Suite

Team & Environment

This role is part of the Physical Sciences Division, Department of Computer Science. You will support the Associate Director of Undergraduate Studies (ADUS) and Student Affairs Administrator.

Benefits & Compensation

• Compensation: $27.00 - $35.00 per hour
• Health, retirement, and paid time off benefits for eligible employees.

Work Mode

This position is onsite in Chicago, IL.

The University of Chicago is an equal opportunity employer committed to nondiscrimination 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.