Desk Clerk-40 hours

University of Chicago; Chicago (IL); On-site; USD 24,000 - 25,000; Full time

Job summary

The University of Chicago Housing and Residence Life Operations is seeking a Desk Clerk to perform clerical duties, maintain security, manage mail, and support residents and staff across a 24-hour operation with a 9-month schedule.

Multiple shifts available evenings, overnights, and weekends. Requires high school diploma or GED and prior customer service experience; duties include answering calls, processing mail, enforcing access control, and assisting with supplies and emergencies.

Qualifications

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

Responsibilities

• Perform clerical duties in HRL policy and expectations.
• Provide exceptional customer service to residents, staff, and visitors.
• Cheerfully greet residents, staff and visitors and inform about campus policies.
• Receive, record, and distribute mail and packages; enter into online system.
• Carry, lift and move loads up to 49 lbs; manage heavier loads with assistance.
• Maintain security doors and lobby entry; check IDs and sign-in/out records.
• Check out and return borrowed equipment and keys; maintain forms and records.
• Order and stock front desk supplies; coordinate with departments.
• Adhere to directives; provide orientation to new employees; schedule replacements.
• Respond to emergencies and report issues to supervisor and Facilities Services.
• Report maintenance issues via Facilities Services.
• Perform other tasks as requested by management.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Office procedures

Education

High school diploma or GED

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 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 40-hour position. Desk Clerks work in a 24-hour operations.

Multiple shifts are available 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

• High school diploma from an accredited institution or a GED certificate 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.
• Keep records; assemble and organize data, and prepare and submit reports in acceptable formats.
• Working knowledge of Microsoft word, excel, outlook, and ability to navigate web-based systems.
• 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/CV
• 3 References Contact Information

Benefit Eligibility

Yes

Pay Rate Type

Hourly

Scheduled Weekly Hours

40

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

2026-08-24

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.

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.