Dissertation Specialist

University of Chicago; Chicago (IL); On-site; USD 31,000 - 45,000; Full time

Job summary

University of Chicago is seeking a Dissertation Specialist to oversee the Dissertation Office within the Center for Digital Scholarship. The role ensures completion of dissertation requirements, quality control audits, and process improvements.

You will work with doctoral candidates, university staff, and ProQuest. Responsibilities include advising on format, bibliographic styles, and submission procedures; supervising student assistants; managing workflows and a staff database; and contributing

Qualifications

• College degree required.
• Graduate level studies preferred.
• Familiarity with advanced academic writing preferred.
• Familiarity with the University of Chicago dissertation process preferred.
• Relevant work experience at a research university highly preferred.
• Supervisory experience is preferred.

Responsibilities

• Helps dissertation writers and graduate program administrators understand and follow University dissertation requirements and submission procedures. Provides advice regarding bibliography and citation styles and formatting manuscripts.
• Audits draft and final copies of dissertations. Manages and assesses workflow and provides quality control for these audits. Documents and updates procedures. Recommends changes in procedures and guidelines.
• Staffs Dissertation Office during set hours, responding to telephone, e-mail, and in-person queries.
• Designs and publicizes sessions to teach doctoral candidates about format requirements, copyright compliance, and the dissertation submission and review process via the Library’s institutional repository and optional ProQuest.
• Hires, supervises, and trains student assistants. Introduces new employees to Dissertation Office policies, procedures, programs, and guidelines.
• Manages a database of Ph.D. candidate and dissertation information. Tracks processing of dissertations.
• Contributes to Dissertation Office web pages. Creates and updates informational materials.
• Coordinates with Ph.D.-granting divisions and schools to obtain and update the quarterly convocation lists. Contributes to and helps proofread the annual convocation programs.

Skills

Interpersonal skills

Public service orientation

Oral & written communication

Team collaboration

Confidentiality

Problem solving

Initiative

Time management

Education

College degree

Graduate level studies

Tools

LaTeX

RefWorks

Web Express

Microsoft Office

Job description

Department

Library IT & DS - Dissertation Office Administration

About the Department

Widely known as guardian of one of the largest academic library collections in North America, the University of Chicago Library is redefining its role as a provider of services within an increasingly open global knowledge ecosystem. We value open and equitable access to knowledge, freedom of speech, thought, and inquiry, and working in partnership within and beyond the UChicago community. We are creating a working environment that embraces innovation and respect and that celebrates and develops staff.

As part of the University of Chicago, we offer a wide variety of strong benefits and programs to academics and staff. From a choice of comprehensive health plan options and wellness programs, short and long-term disability insurance, continuing education opportunities including educational assistance plans, competitive retirement plans and paid time off (vacation, personal and university holidays), we’re committed to providing benefits and a work environment that matters!

Job Information

Job Summary:

The Dissertation Specialist is responsible for planning and supervising the daily activities of the University of Chicago Dissertation Office, a service point within the Center for Digital Scholarship where staff members assist doctoral candidates with University-wide dissertation requirements. The Dissertation Specialist ensures that dissertation requirements are met, provides quality control, and assesses workflows. The Dissertation Specialist works closely with students, with University staff, and with staff at ProQuest.

Responsibilities:

• Helps dissertation writers and graduate program administrators understand and follow University dissertation requirements and submission procedures. Provides advice regarding bibliography and citation styles and formatting manuscripts.
• Audits draft and final copies of dissertations. Manages and assesses workflow and provides quality control for these audits. Documents and updates procedures. Recommends changes in procedures and guidelines.
• Staffs Dissertation Office during set hours, responding to telephone, e-mail, and in-person queries.
• Designs and publicizes sessions to teach doctoral candidates about format requirements, copyright compliance, and the dissertation submission and review process via the Library’s institutional repository and optional ProQuest. Provides instruction in both library training room and online settings. Works with university partners to provide additional related training for graduate students.
• Hires, supervises, and trains student assistants. Introduces new employees to Dissertation Office policies, procedures, programs, and guidelines.
• Manages a database of Ph.D. candidate and dissertation information. Tracks processing of dissertations.
• Contributes to Dissertation Office web pages. Creates and updates informational materials.
• Coordinates with Ph.D.-granting divisions and schools to obtain and update the quarterly convocation lists. Contributes to and helps proofread the annual convocation programs.
• Participates in departmental meetings, planning, and activities of the Center for Digital Scholarship.
• Participates in Library and University meetings and activities.
• Performs other duties as assigned.

Competencies:

• Excellent interpersonal and solid public service orientation.
• Demonstrated ability to interact and communicate with clarity, tact, discretion, and courtesy with patrons, library staff, and others required.
• Effective oral and written communication skills.
• Work effectively and successfully with colleagues in a team setting.
• Ability to maintain confidentiality.
• Analyze and solve problems, judgment and decision-making skills, and planning and organizational skills.
• Ability to take initiative, work independently and manage multiple priorities in a complex and changing environment.
• Accuracy and attention to detail required.

Additional Responsibilities

Education, Experience, or Certifications:

Education:

• College degree required.
• Graduate level studies preferred.

Experience:

• Familiarity with advanced academic writing strongly preferred.
• Familiarity or experience with the University of Chicago dissertation process strongly preferred.
• Relevant work experience at a research university highly preferred.
• Supervisory experience is preferred.

Technical Knowledge or Skills:

• Basic computer skills, including word processing expertise, and experience with Microsoft Office.
• Familiarity with a language other than English is preferred.
• Experience with the Chicago Manual of Style and similar handbooks highly desirable.
• Experience with LaTeX, RefWorks, and Web Express or similar software packages is preferred.
• Experience with library catalog and bibliographic utilities highly desirable.

Working Conditions and Physical Requirements:

• Visual Acuity: Specific vision abilities required to complete the essential functions of the job include close vision, distance vision, and color vision to complete quality-control checks on dissertations.

Pay Range:

• $22.17 - 32.47 per hour

Required Documents:

• Resume
• Cover letter
• Reference contact list

Benefit Eligibility

Yes

The University of Chicago offers a wide range of benefits programs