Temporary Department Assistant
HUM Staff: Visual Arts – Administration
About the Department
Reporting to the Associate Director, Programs and Student Affairs, the Department Assistant provides administrative support for the academic and administrative operations and services of the Department; assists with various academic projects such as course scheduling, faculty hires, and MFA admissions; plans and organizes events from start to finish; maintains list serves and departmental wiki; tracks and processes expenses, reimbursements and payments; maintains the website and posts to social media accounts as needed; coordinates student travel; other duties as assigned.
The Temporary Department Assistant will provide office support for the responsibilities listed below.
This position assists the Associate Director up to the point the Department’s Coordinator position is filled, which could be anywhere from one-to-three months.
This position is eligible for some hybrid remote work.
- Provides expertise in paying visiting artists, independent contractors, reimbursing students and faculty, staying up to date in policies and procedures.
- Processes payments and reimbursements.
- Tracks and reconciles all charges to DoVA accounts.
- Orders food, reserves rooms, arranges for departmental events to be set up and broken down, including weekly and quarterly critiques, admissions and graduation party.
- Assists with course scheduling, faculty hires, MFA admissions processes, and other academic projects as needed.
- Facilitates job searches for DoVA (schedule interviews, prepare case files, arrange travel and lodging).
- Maintains Departmental wiki.
- Maintains office and breakroom supply inventories.
- Tracks and records student and alumni accomplishments.
- Works with Logan Center staff to provide access lists for DoVA classrooms.
- Processes course evaluations on a quarterly basis.
- Assists with the daily running of the Department’s office as needed.
- Keeps office equipment working, scheduling maintenance as needed.
- Tidies and organizes office as needed.
- Provides administrative support as needed to the Chair and Associate Director.
- Process expenses efficiently and within deadlines.
- Maintain confidentiality.
- Excellent writing skills, proofreading and editing ability coupled with accuracy.
- Communicate effectively verbally and in writing, with people of varying backgrounds and levels.
- Strong organizational skills coupled with the ability to be flexible.
- Track and manage finances using appropriate software and keep records current.
- Think creatively as well as strategically.
- Meet strict deadlines.
- Attention to detail and being accurate.
Education, Experience, or Certifications:
- High school diploma, or equivalent, required.
- Bachelor’s degree preferred.
Technical Knowledge or Skills:
- Excellent skills in Microsoft Word, Excel, PowerPoint required.
- Willingness and ability to learn new software platforms required.
- Proficiency in Photoshop preferred.
- Proficiency in InDesign preferred.
- Basic math proficiency.
- Proficiency in word-processing, page layout and design, database programs, MS Excel, use of the Internet, e-mail and other software programs relevant to this position.
Working Conditions and Physical Requirements:
- Office environment.
- Sitting at a computer most of the day.
- Moving and lifting items to set up and break down events.
- Lifting up to 25 pounds..
- Working an occasional evening or weekend.
- Letter of Interest in this position
- References Contact Information (3)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.
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.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
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.
Job Categories: Museum and Gallery. Job Types: Temporary. Job Tags: arts, arts administration, assistant, university, and visual arts. States: Illinois.
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