Desk Clerk-24 Hours

The University of Chicago; Chicago (IL); On-site; USD 23,000 - 26,000; Full time

Job summary

The University of Chicago is seeking a Desk Clerk for its Housing and Residence Life Operations. This 9-month, 24-hour shift role emphasizes front desk duties, mail handling, and resident support in a university setting.

Responsibilities include answering calls, assisting residents, managing mail, and guiding guests while maintaining security and order across shifts. Requires customer service background and office proficiency.

Qualifications

• High school diploma or GED required.
• 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.
• 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.

Responsibilities

• Answer phone calls, check email regularly, and communicate information between shifts.
• Provide exceptional customer service to residents, staff, and visitors.
• Greet residents, staff and visitors in person or by phone.
• Engage residents and staff as they use the front desk amenities.
• Provide information about campus and residence hall policies and procedures.
• Receive, record, and distribute mail and packages; enter packages into the distribution system.
• Maintain security, sign-in/out records, and door access controls.
• Assist with supplies and maintain inventory; report maintenance issues.

Skills

Customer service

Communication

Multitasking

Emotional regulation

Professional interactions

Education

High school diploma or GED

General office/clerlical experience

Customer service in college/university setting

Office procedures knowledge

Record keeping & reporting

Microsoft Word, Excel, Outlook proficiency

Software applications literacy

Tools

Microsoft Word

Excel

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 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 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.
• Adheres 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 on-line 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.

Education, Experience or Certifications

• High school diploma or GED required.
• 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.
• 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

$17.26 - $17.79 per hour.

Required Documents

Resume/CV3 References Contact Information

Benefit Eligibility

Yes

Equal Opportunity Employer 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.