Desk Clerk-24 Hours

The University Of Chicago; Chicago (IL); On-site; USD 60,000 - 80,000; Full time

Job summary

Join a forward-thinking institution as a Desk Clerk, where you will play a vital role in fostering a welcoming environment for residents and visitors. This position involves performing clerical duties, ensuring building security, and providing exceptional customer service. You will engage with a diverse community, manage equipment, and assist with mail processing. The role offers a unique opportunity to work in a dynamic setting with flexible hours, primarily during evenings and weekends. If you thrive in a fast-paced environment and are passionate about supporting community living experiences, this is the perfect opportunity for you.

Benefits

Health benefits

Retirement plans

Paid time off

Qualifications

• High school diploma or GED required; previous customer service experience needed.
• Knowledge of general office procedures and practices required.

Responsibilities

• Perform clerical duties and provide exceptional customer service.
• Maintain security and manage mail processing effectively.

Skills

Effective oral and written communication

Multitasking

Customer service

Problem-solving

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Web-based systems

Job description

Department

CSL Housing and Residence Life Operations 3

About the Department

The mission of Housing and 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 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 Information

Job Summary:

A Desk Clerk performs clerical duties during the academic year and is responsible for building security, access control, equipment management and mail processing. A Desk Clerk must be able to handle high and low levels of activity while providing excellent customer service to our internal and external partners. The front desk area of each building is unique and hosts one or more staff members throughout all hours of operation.

The Desk Clerk position has a 9-month schedule with multiple temporary seasonal shutdown periods during the winter and summer. This is a 24-hour position. Desk Clerks work in a 24-hour operations. This shift is primarily during evenings, overnights, and weekends.

Responsibilities:

• Perform clerical duties in accordance with HRL policy and expectations. This includes but is not limited to answering phone calls, checking email regularly throughout their shift, communicating information between shifts to their colleagues and supervisor, and processing resident room changes.
• Provide exceptional customer service to residents, staff, and visitors.
• Cheerfully greet residents, staff and visitors in person or by phone. Engage residents, staff and visitors as they utilize the amenities of the residence hall, including services of the front desk. Thoughtfully provide information about campus, and residence hall policies and procedures.
• Receive, record, and distribute U.S. mail, as well as, U.P.S., Fed Ex and other packages. Enter packages into online package distribution system. Carry, lift and move loads of supplies, materials and mail up to 49 lbs regularly and managing heavier loads with the assistance of other building staff members as needed.
• Maintain vigilant awareness of security doors and lobby entryway; check resident, staff, and guest I.D.s as they enter the building; maintain resident, guest, and visitor sign-in/out records. Encode and invalidate campus cards for building room access.
• Check out and follow up for return of borrowed cleaning and recreational equipment and keys by accurately maintaining appropriate forms and records. Request front desk office supplies via online system; stock as supplies are received.
• Adhere to directives and policies outlined by leadership during trainings, via email and in the Desk Clerk manual; provide routine orientation to new employees in coordination with Assistant Directors of Operations, and Associate Director, Desk and Mail Operations and HRL. Responsible for accessing the automated on-call system in order to schedule replacement of staff.
• Knowledgeable in emergency protocols and evacuation systems, such as fire alarm procedures, keep alert to unusual circumstances and situations; take appropriate action and efficiently report critical issues to their supervisor and Facilities Services by phone and complete an online incident report for tracking purposes.
• Report building maintenance issues via phone or by submitting a service request through Facilities Services.
• Perform other tasks as requested by Assistant Director of Operations and Associate Director, Desk and Mail Operations and building management.

Competencies:

• Effective oral and written communication.
• Work with some independence, multitask, and work with frequent interruptions.
• Aware of, in control of and professionally express one’s emotions.
• Manage peer to peer and supervisor interactions with courtesy, tact, and diplomacy.
• Identify priorities in order to recognize and resolve or refer problems.

Additional Responsibilities

Education, Experience or Certifications:

Education:

• High school diploma or GED required.

Experience:

• Previous customer service experience required.
• One year of general office or clerical experience required.
• One year experience in a customer service role in a college or university preferred.

Technical Knowledge or Skills:

• Knowledge of general office procedures and practices required.
• Keep records; assemble and organize data, and prepare and submit reports in acceptable formats required.
• Working knowledge of Microsoft Word, Excel, Outlook, and ability to navigate web-based systems required.
• Learn a range of position-related software applications required.

Working Conditions and Physical Requirements:

• Bend, crouch, or stoop.
• Carry or lift loads up to 49 lbs.
• Sit for 8 hours or more.
• Use computers extensively for 4 hours or more.
• Stand for 4 to 8 hours.
• Flexibility to work in alternative areas during peak periods or building maintenance.

Pay Range:

• $16.39 - $16.89 per hour.

Required Documents:

• Resume/CV
• 3 References Contact Information

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Benefit Eligibility

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.

Pay Rate Type

Hourly

Pay Range

$16.39 - $16.89

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.

Scheduled Weekly Hours

24

Union

024- Local 743, I.B.T. Clerical

Job is Exempt

No

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Date

2025-03-03

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.

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