Job Description:

Job Summary:

The High School Learning and Counseling Administrative Assistant is responsible for providing direct support to Learning and Counseling Department faculty members and students. They perform clerical support, manage and write internal and external office communications, and provide other program support such as event planning and execution. The Assistant manages confidential student academic files on behalf of the high school as well as other data and electronic student records in the college application process. The Administrative Assistant also provides extensive support to counselors, students and families through the college counseling process. May assist with receiving, processing and filing staff reimbursements along with other university paperwork while maintaining all necessary files for proper documentation of department activities. Develops and maintains an understanding of the organization and culture of the Laboratory Schools.

This is a ten-month position.

Responsibilities:

• Correspond, communicate, and answer general questions from parents and guardians, staff, teachers, and students in person, via school-adopted email, electronic and learning management platforms, and/or phone. Forward inquiries to appropriate faculty as needed. Assess needs, level of urgency, and provide appropriate assistance or direct to the appropriate faculty member. Assist with tasks as requested including maintaining confidential student information and files and ordering and maintaining office supplies. 
• Assist the Learning and Counseling faculty as requested. Provide clerical support to the department members which may include copying class materials and other clerical-related support. 
• Coordinate various aspects of the college application process, including processing confidential student documents, managing a calendar of visits from college representatives, and assisting in scheduling and executing in-person or online student and parent information sessions.
• Maintain the Departmentâ™s presence on learning management systems with regular posts and resource updates on parent and student group pages.
• Coordinate annual calendar of programs and assist in calendar planning, room reservations, and catering for ongoing Learning and Counseling programming.

Competencies:

• Manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with parents, students, administration, staff, faculty, outside vendors, and others; communicate effectively in English, both orally and in writing required.
• Identify priorities; recognize and resolve or refer problems; work effectively with supervision and as a part of a team required.
• Significant reception and clerical experience required, preferably in an academic environment.
• Attention to detail and follow­ through required.
• Excellent organizational skills and a high degree of flexibility and initiative required.

Education, Experience, or Certifications:

Education:

• High school diploma required.
• Bachelor's degree preferred.

Experience: 

• Experience working in a school setting is strongly preferred. 
• Organize work, compose correspondence, and maintain records required.

Technical Knowledge or Skills:

• Knowledge of Mac computers, Google Suite, Microsoft Word and Excel required.
• Experience with database systems required, preferably PowerSchool, Naviance, Schoology, and Google.
• Use or learn a range of position-­related software applications required.
• Demonstrated ability to read and understand basic documentation such as help screens and departmental handouts required.

Working Conditions and Physical Requirements:

• Carry or lift loads of up to 25 lbs. 
• Sit for up to 2 hours to 4 hours.
• Use computers extensively for 2 hours to 4 hours.
• Climb stairs up to 2 stories.
• Operate equipment necessary to perform the job.
• Push/pull objects of up to 25 lbs.
• Stand for 2 hours to 4 hours.
• Use standard office equipment.

Pay Range:

• $19.27 - $28.21 per hour.

Required Documents:

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

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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 the Applicant Inquiry Form.

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: 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.