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Department
AHD Staff: Music Administration
About the Department
Job Summary
Applicants must submit all required materials listed in the job description to be considered. Please upload all documents under the resume/CV section of the application portal.
Responsibilities
- Supports Academic Affairs and Operations Administrator by processing GEMS expense reconciliations, payments and reimbursements; orients end-users to basic office machines; orders and maintains office supplies; sorts departmental mail and arranges shipments; works with various stakeholders to maintain up-to-date department directories; makes deliveries throughout campus; serves as receptionist for office suite. Functions as the primary administrator for Goodspeed Hall building access utilizing CBORD software.
- Schedules faculty meetings, preparing and organizing materials; helps orient new faculty to the department, division, and University and assists with their arrival; assists with scheduling faculty meetings and ordering lunches; supports the Chair with clerical work.
- Organizes travel arrangements, catering, and itinerary planning for faculty-led academic and department-wide community-building events according to budget; coordinates event-related communication as required; serves as primary contact for department visitors; manages documentation and payment processing; reconciles event budgets; schedules rooms for events and workshops as needed; manages the department’s colloquium series including travel arrangements, day-of hospitality, and after-hours reception clean-up, three Fridays per quarter.
- Supports and acts as primary time approver for various student groups, including after-hour student hall monitors and special student outreach/working groups.
- Answers the department's public-facing phone line, fielding calls about concerts/programming and referring queries to another staff/faculty/chair as appropriate. Works with chair and supervisor to maintain professional appearance of public-facing spaces, including Fulton Hall, classrooms, and Goodspeed gathering spaces.
- 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 mostly routine and some complex inquiries.
- 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:
Certifications:
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Preferred Qualifications
Education:
- Bachelor’s degree.
Experience:
- Exposure to higher education administration.
- Project management and event planning.
- Office management and organization
- Familiarity with the field of music.
Technical Skills or Knowledge:
- Excellent computer skills, including Microsoft Office products, Outlook, Work, Excel, and PowerPoint.
- Knowledge of Canva, Adobe Acrobat, multifunction printers, Cloud storage formats, and Google Docs.
Preferred Competencies
- Strong organizational skills.
- Excellent communication and interpersonal skills.
- Work independently and as part of a team.
- Attention to detail.
- Excellent decision making and time management skills.
- Demonstrated ability to manage and maintain sensitive or confidential information.
Application Documents
- Resume/CV (required)
- Cover Letter (required)
- Three References Contact Information (preferred)
The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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 equal opportunity employer 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. For additional information please see the University's Notice of Nondiscrimination.
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.
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.
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