On-Call Desk Clerk

The University Of Chicago; United States; On-site; USD 24,000 - 25,000; Part time

Job summary

The University of Chicago is seeking On-Call Desk Clerks to support Housing & Residence Life operations. Shifts are scheduled as needed on a 9‑month cycle, with winter and summer shutdowns; clerks work 8‑hour shifts every two weeks and provide frontline service at the residence hall front desk.

Responsibilities include answering calls, greeting residents and visitors, processing mail and packages, and upholding campus policies while maintaining security and accuracy in sign‑in records.

Qualifications

• Education: High school diploma from an accredited institution or a GED certificate required.
• Experience: One year of general office/clerical experience required; one year in a customer service role in a college or university preferred.
• Technical Knowledge: Proficiency with Microsoft Word, Excel, Outlook; ability to navigate web-based systems and learn position-related software.

Responsibilities

• Answer phones and check email; communicate information between shifts and supervisor; process resident room changes.
• Provide exceptional customer service to residents, staff, and visitors.
• Greet residents, staff and visitors in person or by phone.
• Engage residents and visitors at front desk and point of service.
• Provide information about campus and residence hall policies.

Skills

Customer service

Communication

Multitasking

Phone etiquette

Education

High school diploma or GED

College/university experience preferred

Tools

Microsoft Word

Excel

Outlook

Web-based systems

Job description

Department CSL Housing and Residence Life Operations 4

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 Information

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.

Pay Range: $17.26 - $17.79 per hour.

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 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.

Required Documents

• Resume/CV
• References
• Contact Information (3)

Job Family

• Non-Union Clerical
• Scheduled Weekly Hours 19.5
• Drug Test Required
• No Health Screen Required
• No Motor Vehicle Record Inquiry Required
• Pay Frequency Hourly
• Pay Rate Type Hourly
• FLSA Status Non-Exempt
• Pay 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.

Annual Security & Fire Safety Report

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.

About the University

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.

University Information

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