On-Call Desk Clerk

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

Job summary

The University of Chicago is seeking an On-Call Desk Clerk to support Housing and Residence Life Operations. This role works a 9-month schedule and is called in as needed, with 8-hour shifts every two weeks to cover front desk operations and resident needs.

Responsibilities include answering calls, greeting residents and visitors, processing room changes, program information, and maintaining security and sign-in records, while providing courteous service in a busy campus housing environment.

Qualifications

• Education: High school diploma or GED required.
• One year general office or clerical experience required.
• One year experience in a customer service role in a college or university preferred.

Responsibilities

• Answer phone calls and check email during shifts.
• Provide exceptional customer service to residents, staff and visitors.
• Cherfully greet residents, staff and visitors in person or by phone.
• Engage residents and staff as they utilize residence hall amenities.
• Provide information about campus and residence hall policies.
• Receive, record and distribute mail and packages; enter into tracking systems.
• Carry, lift, and move loads up to 49 lbs as needed.
• Maintain security and sign-in/out records; check I.D.s.
• Encode and invalidate campus cards for building room access.
• Coordinate with HRL and Operations for training and onboarding.
• Access on-call system to schedule staff replacements.
• Report maintenance issues and follow up through Facilities Services.

Skills

Customer service

Office/clerical experience

Communication skills

Education

High school diploma or GED

1 year office/clerical experience

1 year customer service in college/university

Tools

Microsoft Word

Excel

Outlook

Job description

DepartmentCSL Housing and Residence Life Operations 4

About the Department

The mission of Housing & 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 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

The On-Call Desk Clerk position does not have a set work schedule and will be contacted to work when needed. The On-Call Desk Clerk works a 9-month schedule with multiple temporary seasonal shutdown periods during the winter and summer. Multiple On-Call Desk Clerk positions available.On-Call clerks are required to pick up and work an 8-hour shift every fourteen days.

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.
• Cherfully 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 manage 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 HRL.
• Access 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 s and building management.

Competencies

• Aware of, 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.
• Effective oral and written communication.
• Work with frequent interruptions, some independence, and multitask.

Education, Experience, or Certifications

• 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 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

Pay Range:$17.26 - $17.79 per hour

Pay Range$17.26 - $17.79The 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.

Required Documents

Resume/CVReferences Contact Information (3)

Recruitment Process Note

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

Job FamilyNon-Union ClericalScheduled Weekly Hours19.5Drug Test RequiredNoHealth Screen RequiredNoMotor Vehicle Record Inquiry RequiredNoPay FrequencyHourlyPay Rate TypeHourlyFLSA StatusNon-ExemptPay Range$17.26 - $17.79

Benefits Eligible

This position is not eligible for benefits.

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

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.