Laboratory Schools: Project Assistant III :N-2 School Office

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Job description

Department
Lab School Early Childhood

About the Department

The University of Chicago Laboratory Schools provide one of the world's most outstanding pre-collegiate educational experiences. Because Lab is part of the University of Chicago, the importance of intellectual life-of thought and exploration-infuses all aspects of our curriculum, and students in every grade benefit from outstanding UChicago academicians and access to unmatched resources. John Dewey-one of the great minds in education-established the Schools in 1896 as a place to explore and implement his theories on childhood education. Today's students still benefit from his vision, and today's Lab faculty are recognized as experienced leaders in their field. Families who choose Lab care deeply about curiosity, inquiry, and creativity. Approximately 60 percent of Lab families are affiliated with the University, half live in Hyde Park, and the rest come from across Chicago, the suburbs, and northern Indiana. Lab's student body reflects the diversity that is deeply valued by the Schools and its community; approximately half of our 2,000 students are people of color and families report speaking nearly 40 different languages in their homes. The Laboratory Schools seek the finest employees-people who wish to inspire a love of learning in our students and join a vibrant learning community. We employ people with a wide range of skills and training, in many different disciplines. At Lab, we value learning experientially, exhibiting kindness, and honoring diversity. We seek employees who share a similar commitment to these values. Lab people are engaged and excited by our mission of igniting and nurturing an enduring spirit of scholarship, curiosity, creativity, and confidence in the youngest members of the University of Chicago's academic community. The Laboratory Schools is a great place to work and our connection to the University provides our faculty and staff with opportunities that would be nearly impossible to match in any other environment.
Job Information

Job Summary:

The Laboratory Schools Project Assistant III reports to the Dean of Faculty N-2.

Performs administrative, communications, and other program support as assigned by the N-2 Administration manages the daily operations of the Offices and provides support to the Principals to aid in the smooth functioning of all academic programs in Grades N-2 and operations in the School Office. Serves as a primary point of contact for the office communicating with parents and guardians, teachers, staff, and students on a daily basis. Provides administrative support including, but not limited to, answering phone calls, emailing, managing student's academic files, managing website presence, and communications, and other office-related duties. Receives, processes and files reimbursements, invoices, and billing along with other university paperwork while maintaining all necessary files for proper documentation of Program activities. Prepares and meets deadlines for all payroll documents. Develops and maintains an understanding of the organization and culture of the Laboratory Schools and the N-2 School Program.

Responsibilities:

• 30% Assist the Principal, and Deans in the daily operations of the office and program. Communicate effectively with Principal, and Deans. Oversees all operational aspects of NK and Primary School offices; responsible for maintaining, posting, and effectively communicating with community through Schoology, website, and various other tools.
• 25% Responsible for the day to day functions of the School Office; correspond and communicate with parents and guardians, staff, teachers, and students in person, via email and phone about the School, answer general questions and forward calls to the appropriate departments, mass enrollment of all N-2 students, schedule conferences and luncheons for School events, print labels and student schedules, maintain and create room reservations for various events, order and maintain office supplies, etc.; manages catering for all events specific to N-2 division; identifies and manages emergency substitute teacher needs in conjunction with Dean of Faculty.
• 25% Managing financial records; prepare invoices, process purchase orders and confirm orders for vendors to be paid using Direct Payment Vouchers, responsible for reconciling staff reimbursements via University reimbursement system, process payment of independent contractors, process travel expense vouchers.
• 10% Managing student information; filing of grades, reviewing student progress reports, contact information, and all historical files pertaining to staff information; proof and review N-2 Handbook; works closely with Dean of Students to streamline student placement process; securing and assigning space for vendors to meet with students.
• 10% Other assigned tasks; acts as project assistant to Dean of Faculty during hiring process; assists Dean of Teaching and Learning during updating Program of Studies for all five grades, N-2; manages special projects or functions related to the business of the office; collecting and disseminating forms in support of school trips; prepares and presents reports as needed.

Competencies:

• Agility and flexibility required.
• Interact with a diverse group of faculty, staff, students, and parents required.
• Knowledge of diversity, equity and inclusion issues and dynamics in the classroom and in developing healthy, supportive relationships.
• Manage interpersonal relationships with tact and courtesy.
• Work effectively with supervision.
• Identify priorities.
• Problem-solving skills required.
• Attention to detail required.
• Organizational skills required.
• Computational skills required.
• Creativity required.
• Excellent verbal and written communication skills required.
• Interpersonal skills required.
• Work independently and as part of a team required.
• Manage stressful situations required.
• Maintain confidentiality required.
• Work on multiple projects simultaneously, set priorities, and meet deadlines required.
• Recognize and resolve or refer problems.

Additional Requirements

Education, Experience or Certifications:

Education:

• High school diploma or GED required.
• College degree preferred.

Experience:

• At least three years of reception and clerical experience required, preferably in an academic environment.
• Experience working with and around children and their parents either in an educational or volunteer setting required.

Technical Knowledge or Skills:

• Knowledge of Macintosh computers preferred.
• Proficiency in Microsoft Word and Excel required.
• Experience with database systems required, preferably with Student Information Systems and FileMaker Pro.
• Experience with University payment systems preferred.
• Use standard productivity software (Microsoft Office, calendar/scheduling software, etc.) required.

Pay Range:

• $19.27 - $28.21 per hour.

Required Documents:

• Resume/CV
• Cover Letter
• Professional References Contact Information (3)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Benefit Eligibility
Yes
Pay Frequency
Hourly
Pay Range
Please refer to Additional Requirements to see the pay ranges
Scheduled Weekly Hours
40
Union
024- Local 743, I.B.T. Clerical
Job is Exempt
No
Drug Test Required
No
Motor Vehicle Record Inquiry Required
No
Health Screen Required
No
Posting Date
2021-10-15-07:00
Remove from Posting On or Before
2022-04-15-07:00
Posting Statement:

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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.

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