Â A Desk Clerk performs clerical duties during the academic year and is responsible for building security, access control, equipment management and mail processing. A Desk Clerk must be able to handle high and low levels of activity while providing excellent customer service to our internal and external partners. The front desk area of each building is unique and hosts one or more staff members throughout all hours of operation. Â
The Desk Clerk position has a 9-month schedule with multiple temporary seasonal shutdown periods during the winter, spring, and summer.Â The weekly schedule for this position is International House, Friday-Monday 3:00pm-11:00pm.
Responsible for performing 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
Providing 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.Â regularly and managing 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
Adheres to directives and policies outlined by leadership during training, via email and in the Desk Clerk manual; provide routine orientation to new employees in coordination with Assistant Directors of Operations and HRL. Responsible for accessing the automated on-call system in order to schedule replacement of staffÂ
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
Perform other tasks as requested by Assistant Director of Operations s and building management
Report building maintenance issues via phone or by submitting a service request through Facilities Services
Effective oral and written communication
Ability to work with some independence, multitask, and work with frequent interruptions Â
Ability to be aware of, control of and professionally express oneâ™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
Education, Experience or Certifications:
High School Diploma or equivalent required
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
Ability to keep records; assemble and organize data, and prepare and submit reports in acceptable formats
Working knowledge of Microsoft word, excel, outlook, and ability to navigate web-based systems
Ability to learn a range of position-related software applications required
Working Conditions and Physical Requirements (if applicable):
Ability to bend, crouch, or stoop
Ability to carry or lift loads up to 49 lbs.
Ability to sit for 8 hours or more
Ability to use computers extensively for 4 hours or more
Ability to stand for 4 to 8 hours
Flexibility to work in alternative areas during peak periods or building maintenance
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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 773-702-5800 or submit a request via the Applicant Inquiry Form.
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: 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.
Internal Number: JR06748
About University of Chicago
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