Office Manager, Admissions

University Of Chicago Chicago , IL 60602

Posted 3 weeks ago

Please make sure to read the job posting in its entirety as it reflects both the University roles and responsibilities, followed by the specific description.

Department
30348 Bus-Admissions

About the Unit

The University of Chicago Booth School of Business is the second-oldest school in the U.S. and second to none when it comes to influencing business education and business practices. Since 1898, the school has produced ideas and leaders that shape the world of business. Their rigorous, discipline-based approach to business education transforms students into confident, effective, respected business leaders prepared to face the toughest challenges. Chicago Booth has the finest set of facilities of any business school in the world. Each of the four campuses (two in Chicago, one in London, and one in Hong Kong) reflects the architectural traditions of its environs while offering a state-of-the-art learning environment. Chicago Booth is proud to claim: -an unmatched faculty. -degree and open enrollment programs offered on three continents. -a global body of nearly 50,000 accomplished alumni. - strong and growing corporate relationships that provide a wealth of lifelong career opportunities. As part of the world-renowned University of Chicago, Chicago Booth shares the University's core values that shape the distinctive intellectual culture. At Booth, they constantly question and test ideas, and seek proof. This extraordinarily effective approach to business leads to new ideas and innovative solutions. Seven of the Booth faculty members have won Nobel Prizes for these ideas - the first business school to achieve this accomplishment. For more information about the University of Chicago Booth School of Business, please visit: http://www.chicagobooth.edu/

Job Family

Administration & Management

Responsible for planning, directing, coordinating and managing daily operations individual organization units, clinical research facilities, centers or academic departments. Responsibilities are diverse and general in nature and may reflect more than one functional area.

Career Track and Job Level

Business Administrator

Manages the daily operations of an organizational unit within the University, primarily in the areas of financial, events, and support services management. May assist in developing and executing University's business plan. Develops and implements office procedures and policies and ensures compliance. Note that the M4 job level is restricted for Associate Deans (Chief of Staff for administrative units) and will reflect a direct reporting relationship into the Dean or Officer (limit one per unit). Business Administrators who report to the Deputy Dean or an AVP will either be aligned with the M3 job level, M2 job level, or transitioned into their respective functional area (i.e. IT, Communications).

P2: Requires knowledge and experience in own discipline; still acquiring higher-level knowledge and skills. Builds knowledge of the organization, processes and customers. Solves a range of straightforward problems. Analyzes possible solutions using standard procedures. Receives a moderate level of guidance and direction.

Role Impact

Individual Contributor

Responsibilities

The job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit.

  1. Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll, 2) Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects., 3) Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit., 4) Researches and analyzes data to create reports, and may create other reports for grants and contracts., 5) Performs other related work as needed.

Unit-Specific Responsibilities

  1. The Office Manager assists with the daily operations of the Full-Time MBA Admissions office and the weekly operations of the Campus Visit Program. Work to ensure seamless and impactful engagements between Chicago Booth Admissions and prospective students, current students, staff, and alumni volunteers.
  2. This role utilizes a working knowledge of the MBA programs and admissions process to serve as the primary representative of admissions to campus visitors in both the on-campus and off-campus visit process, as well as admissions interviews.
  3. Assists in the daily administrative functions of the office, including assessing, implementing, and managing the office supply needs and physical space, assisting with travel, and event planning.
  4. Provide primary administrative support to the Executive Director of Full-Time Admissions.
  5. Manages the daily operations of the Full-Time Admissions office, serving as the office manager.
  6. Manages the visitor/guest engagement experience through in-person, phone, and email contact. Responsible for evaluating and improving the experience based on feedback and insights.
  7. Works with Admissions senior staff and Admissions Manager to support and coordinate administrative needs, manage projects, and assign student volunteers and staff as needed.
  8. Oversees and maintains the visitor and back office spaces, ensuring appropriate updates, repairs, and upgrades are made in a timely fashion.
  9. Oversight management of office supplies, as well as the day-to-day purchase of goods and services.
  10. Point of contact in coordinating new employee onboarding and orientation. This can include scheduling interviews, assisting with HR and IT procedures, and the assignment of space, phone, and other equipment.
  11. Assists Admissions Manager with the development of the budget. May monitor and reconcile accounts.
  12. Coordinates logistics of major events and may assist in planning events.
  13. Manages special projects or functions related to the business of the organizational unit.
  14. Manages Associate Dean's expense reports, travel arrangements, coordination of meetings, and calendar management.
  15. Manage the office inbox process and procedures. Outline FAQ's and address general inquiries, assign relevant emails to appropriate director, and ensure responses are provided in a timely manner.
  16. Assist admissions manager with the annual verification process for all new students.

Unit-Preferred Competencies

  1. Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, and Outlook).
  2. Ability to learn and manipulate both University and Chicago Booth databases.
  3. Excellent interpersonal, verbal, and written communication skills.
  4. Proven organizational aptitude, attention to detail, and project management.
  5. Ability to handle multiple detailed tasks/projects simultaneously, set priorities and streamline projects and processes, while meeting strict deadlines with frequent interruptions.
  6. Ability to work independently with little supervision; possess a self-motivated disposition; identify opportunities for improvement and recommend effective changes, all while achieving key objectives resulting in desired outcomes.
  7. Excellent critical thinking/problem solving, analytical, and influencing skills.
  8. Ability to maintain strict confidentiality of sensitive information.
  9. Demonstrated ability to work effectively and diplomatically with colleagues, as well as with students, faculty and corporate contacts in a multitude of communication methods i.e., in person, email, phone.
  10. Professional demeanor, including tact, discretion, and a customer service-oriented approach.

Education, Experience, and Certifications

Minimum requirements include a college or university degree in related field.

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Preferred Qualifications

Experience

  1. Two years of progressively responsible administrative experience.
  2. Experience in a higher education setting.

Required Documents

  1. Resume
  2. Cover letter

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.

FLSA Status

Exempt

Pay Frequency

Monthly

Pay Grade

Depends on Qualifications

Scheduled Weekly Hours
37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Date
2019-07-26-07:00

Remove from Posting On or Before
2020-01-26-08:00

Posting Statement

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 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: 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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Office Manager, Admissions

University Of Chicago