at University of Chicago in Chicago, Illinois, United States
Job Description
DepartmentCSL Housing and Residence Life: Summer Conferences
About the Department
The mission of Housing & Residence Life is to help develop and support inclusive communities that engage residents in exceptional living experiences within secure and well-maintained environments that foster a sense of belonging and support the academic initiatives of the University. The primary strategy for the delivery of such an environment is through a residence life program that which aims to develop strong residential communities that are self-regulating, supportive of academic success; provide a strong sense of belonging, and rich opportunities for personal, cultural, social and intellectual development. The leadership of residential faculty and adult staff in fostering these experiences is key to the success of the mission.
Job Summary
Reporting to the Associate Director of Summer Conferences in Housing & Residence Life (HRL), the Assistant Director of Summer Conferences is responsible for supporting the development and administration of summer conference and specialty housing operations. The Assistant Director assists with the development of professional programing, marketing strategies, and training of other conference staff. The role directly supervises the Summer Conferences Program Manager and Summer Coordinator staff (interns) and helps to oversee the hiring and day-to-day management of temporary staff who operate throughout the year.
The Assistant Director is expected to develop collaborative relationships and communicate year-round with campus partners, including but not limited to: The College, University of Chicago Police, University Registrar, and internal and external conference groups to facilitate and expand the program, amenities, and services at the direction of the Associate Director.
The Assistant Director will work in close collaboration with the Summer Conferences Program Manager and during the conference season will be available for after hour emergencies, by serving in an on-call rotation.
The Assistant Director will work with specialty housing (i.e., housing that is outside of the normal academic year calendar) including, but not limited to: pre-orientation, September term (S-Term), new student orientation and approved early arrivals. Facilitation of this specialty housing may require close coordination and collaboration with campus partners including Student Wellness, College Programming and Orientation, Summer Session, and Facilities Services.
Responsibilities
- Collaborates with the Associate Director of Summer Conferences in the planning and execution of summer conferences operations and logistics, including room and board reservations and classroom or campus event space rental
- Manages coordination efforts of on-campus and vendor services including laundry, custodial, dining, event and classroom reservations and information technology
- Provides professional expertise in conference coordination to clients of summer programs and collaborates with other campus departments in the provision of these services
- Facilitates the coordination of the logistics for specialty housing in close cooperation with the Associate Director of Summer Conferences
- Participates as necessary in strategic planning, problem solving and operational meetings to grow and maintain summer conferences operations and to prepare for specialty housing
- Creates, updates and reviews summer conference publications (traditional print media and online)
- Pursues and responds to requests for proposals for potential summer conference clients
- Develops post-conference surveys for clients to evaluate their summer housing experience
- Develops, maintains, and is responsible for the overall implementation of training for summer conference staff
- Directly supervises the Summer Conferences Program Manager and Summer Coordinators
- Assists with the creation of a professional development plan for direct reports
- Assists with the day-to-day oversight of summer conference temporary staff
- Serves in the emergency on-call rotation during the summer
- Leads special projects (i.e., benchmarking, data collection, etc.) as needed and directed by Associate Director of Summer Conferences
- Participates in department level committees, task forces and/or working groups as directed by Associate Director of Summer Conferences
- Performs other duties as assigned
- Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries
- Sets and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate
- Performs other related work as needed
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
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Certifications:
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Preferred Qualifications
Education:
- Bachelor's degree
Experience:
- Customer service and vendor relations experience
- Demonstrated knowledge of reception/front desk services and functions in a residential or hospitality setting
Technical Skills or Knowledge:
- Proficiency with management information systems and project management software
- Proficiency with Microsoft Office Suite programs (Word, Excel and Outlook)
- Knowledge of the University of Chicago, Hyde Park community or the higher education field
- Knowledge of industry standards for residential building services, higher education and student affairs, or conference management
Preferred Competencies
- Ability to organize several projects and tasks with multiple deadlines
- Ability to effectively interact with resident students and conference guests
- Ability to communicate effectively in written and verbal form
- Appreciation for and commitment to multiculturalism
- Possess professional standards of conduct including a strong sense of ethics and confidentiality
- Demonstrated ability to supervise, train and evaluate the work of others
- Well organized, detail-oriented, focused, timely and efficient skills
- Ability to write and manage simple operating budgets
- Knowledge of the University of Chicago, Hyde Park community or the higher education field
- Knowledge of industry standards for residential building services, higher education & student affairs, or conference management
Working Conditions
- Willingness to be on call and work evenings and weekends
Application Documents
- Resume/CV (required)
- Cover Letter (required)
When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Administration & Management
Role Impact
Individual Contributor
FLSA Status
Exempt
Pay Frequency
Monthly
Scheduled Weekly Hours
37.5
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Statement
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.
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.
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