Dissertation Specialist

University of Chicago; United States; On-site; USD 30,000 - 44,000; Full time

Job summary

The University of Chicago Library seeks a dedicated Dissertation Specialist to lead the Dissertation Office, guiding doctoral candidates through university-wide requirements and submission workflows. You will supervise staff, audit dissertations, design training, and coordinate with ProQuest and university partners to ensure accuracy and compliance.

With strong communication, organization, and attention to detail, you will work across departments to maintain up-to-date procedures, manage a

Qualifications

• Education: College degree required; graduate studies preferred.
• Experience with advanced academic writing and dissertation processes preferred.
• Supervisory experience preferred.

Responsibilities

• Plans and supervises daily activities of the Dissertation Office.
• Audits draft and final copies of dissertations and ensures quality control.
• Provides guidance on bibliography, citation styles, formatting, and submission procedures.
• Documents, updates, and improves procedures; trains and supervises student assistants.
• Coordinates with Ph.D.-granting divisions and schools for convocation lists and programs.

Skills

Interpersonal skills

Public service orientation

Oral communication

Written communication

Team collaboration

Confidentiality

Problem solving

Organizational skills

Initiative

Multi-priority management

Attention to detail

Basic computer skills

Word processing

Office suite

Education

College degree

Graduate studies preferred

Tools

LaTeX

RefWorks

Web Express

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.

Benefits

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!

Pay

Pay Range: $22.17 - 32.47 per hour

Required Documents

Resume Cover letter Reference contact list

Benefit Eligibility Yes

Pay Rate Type Hourly Pay Range $22.17 - $32.47

Scheduled Weekly Hours 37.5

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

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.

Additional Information

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. The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world. We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

To learn more about the university click here http://www.uchicago.edu/