Job Description:

Job Summary:

The Project Assistant IV (PA IV) reports directly to the Director of Enrollment Management (DEM). The PA IV serves as both the âœfirst face❠of the admissions office, and functions as the primary administrative support to the DEM, while also supporting the Associate and Assistant Directors with various tasks, and must become the expert on Labâ™s admissions database systems. The PA IV should be organized, show an ability to work with multiple people, and exhibit kindness and professionalism at all times.

The most significant part of this position involves the mastery of complex admissions and other database systems (currently Zoom, calendly, Finalsite, Excel, Powerpoint, Oracle, Google docs, and other programs, but this may change as needs change), understanding Lab and its admissions and financial aid process, so that the PA IV may advise applicants on routine admissions questions and protocols, and manage the admissions database with a high degree of facility. The expectation is that the PA IV will become an expert at relevant databases, and the ideal candidate will show willingness and ability to learn and apply recent technological updates in order to manage a heavy influx of emails, phone calls and applications. Continuous improvement through professional development is expected, and independence, curiosity, and a positive attitude is required in a busy admissions environment.

The PA IV is the first face of UCLS and should be a positive, welcoming presence both on the phone, in person, and with internal and external stakeholders. The PA IV answers most incoming phone calls and emails, and ascertains the needs of applicants, interested parties or other callers to the school. The PA IV is also responsible for answering basic informational questions regarding UCLS and the admissions process and directing the caller/visitor to other appropriate identified resources. If an additional meeting or phone call is appropriate, the PA IV shall schedule calls and visits on behalf of the DEM, Associate Director, or any Assistant Director, as appropriate. The PA IV manages the permanent file process, processes most receipts, bills, and office orders and manages office supplies. The PA IV may work at either one of Lab's two campuses or may rotate between campuses.

A high degree of confidentiality, professionalism, and discretion is expected.

Responsibilities:

• Manages âœfront-line❠interface with most applicants, including pulling in new inquiries and applications, troubleshooting applicant questions, drafting emails and sending them to families, uploading documents to electronic applicant files, copying relevant emails to applicable files, and checking on file status for per applicant inquiries.  

• Opens and closes the office, keeps the main office area, clean, neat and  in good order. 

• Maintains supply closet and ensures Lab has sufficient marketing and other materials/supplies for upcoming events. Takes the lead in sourcing and ordering marketing materials and other merchandise. Works with DEM to identify new items to purchase. 

• As stated above the PA IV is expected to become an expert with Labâ™s databases and other systems, and should be prepared to lead the DEM and other assistant/associate  directors through the back end database processes for rolling forward admissions, enrollment, and re-enrollment. Is proactive in identifying problems, questions and concerns, and showing ownership for ensuring that processes run smoothly. The PA IV must be able to independently conduct data searches, create data fields, create, format and send communications to the appropriate parties, and update applicant files with detailed admissions information.  Pulls in applicant inquiries and merges them with current applicant files, updates applicant checklists, either individually or in bulk, and creates new applicant files as needed.  Can recognize when processes are not working well and may suggest process modifications. Alternatively, the PA IV will troubleshoot problems as needed, either by correcting the issue directly,  or contacting the database specialists to receive assistance. Shows leadership and accountability with respect to managing the database and continuously improving the back office end of Labâ™s processes. 

• In addition to Labâ™s admissions database, the PA IV must demonstrate fluency with all other necessary systems, including but not limited to Excel, Powerpoint, Google Sheets, Oracle and any new functionalities that are applied. 

• Manages receipts, billing and ordering for the entire office. Must be highly organized and proficient with University systems including but not limited to Oracle, Workday, etc. 

• Processes the ordering of books and supplies for scholarship students, processes refunds as needed for applicants, and manages food orders for most events. 

• Understands Laboratory Schools admissions policies and procedures as well as general school culture  via a thorough review of available resources, including print and website materials, as well as an ongoing interest in the culture of the school, and leverages this knowledge to accurately respond to applicant questions.   

• Maintains spreadsheets of all events, schedules new events and outreach, and may RSVP for events on behalf of the office. 

• Maintains up to date print and online materials; proactively organizes marketing materials in advance of admissions outreach efforts.  

• As needed, attends admissions recruitment events outside of Lab during daytime, evenings and weekends.  

• Acts as the âœfirst face❠of the admissions office by opening the office each morning and greeting visitors as they arrive.  May assist applicants in drop off and pick up to their visit day classrooms. 

•  Supports all aspects of event planning, including admissions tours, visits, presentations, recruitment, retention and other events. This may include booking rooms, managing event checklists, ordering food and supplies, etc. 

• Manages submission of receipts, payment forms and advertising and other invoices to the business office. Order supplies and maintain office order, cleanliness, and appearance.

• Performs other related work as needed.

Competencies:

• High degree of competency with admissions databases and systems. Must be able to manipulate Excel and other relevant databases fluently. 

• Ability to anticipate office needs as much as possible, including materials needed for upcoming events, and processes that need review and/or updating. 

• Ability to work independently and with limited supervision; strong executive function skills. 

• Ability to prioritize effectively among numerous tasks and applicant needs. 

• Ability to maintain confidentiality, and use discretion and tact in all interactions. 

• Ability to communicate and work effectively with a wide range of people, while maintaining the positive reputation of the Laboratory Schools. 

• Detail-oriented and self-check work. 

• Ability to respond diplomatically to highly stressful, unexpected and nuanced situations required. 

• Ability to work independently and as part of a team. 

• Ability to work on multiple projects simultaneously, set priorities and independently meet deadlines, often amid constant interruption.

• Ability to condense large amounts of information into organized summaries for overall understanding. 

• Excellent verbal and written communication skills. 

• Strong knowledge of grammar, sentence structure, spelling, tense, and appropriate nuance. 

• Ability to multi-task and maintain calm under pressure. 

• Familiarity with billing, budgets, and office procurement procedures. 

• Ability to prioritize and work in a fast paced environment with multiple demands. 

• Ability to understand and reflect institutional priorities.

• Manage interpersonal relationships and interact/communicate with clarity, tact, discretion and courtesy with patrons, applicants, staff, faculty, students, and others.

• Communicate effectively in English, both orally and in writing. 

• Identify priorities; recognize, refer or resolve problems; work effectively with supervision and as part of a team. 

• Working knowledge of Microsoft Office and Google Docs 

• Strong organizational and scheduling skills. 

• Ability to understand and support institutional needs, goals, and culture. 

• Must have a positive demeanor and work well to support a positive culture both within the office of admissions and with other departments. 

• Ability to effectively manage large amounts of paper, email and phone correspondence 

• Ability to recognize, independently resolve, or refer matters, as appropriate, to the DEM and others.

• In addition to English, the ability to speak Spanish or another language.

Education, Experience, and Certifications:

Education:

• Bachelor's degree strongly preferred.

Experience:

• Minimum two years relevant experience in a clerical or related field.

• Previous event and project support experience.

• Previous experience working in high demand, executive level environment/corporation.

• Previous experience working in an office setting.

• Previous experience working in school admissions office setting.

Working Conditions:

• Ability to work in open, public spaces and interact with the public as necessary.

• Ability to work in a diverse environment and create a welcoming presence for all.

Pay Range:

• $22.52 - $24.44

Required Documents:

• â‹Resume

• Cover Letter

• 3 Professional References

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.

About University of Chicago (UC)

One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.

Connections working at University of Chicago (UC)