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Assistant Director, Career Management Events and Operations

University of Chicago

University of Chicago

Administration, Operations
Chicago, IL, USA
Posted on Saturday, February 3, 2024

Department

Booth Career Services PT: Career Management 1


About the Department

The University of Chicago Booth School of Business is the second-oldest business school in the U.S. and second to none when it comes to influencing business education and business practices. Since 1898, the school has produced ideas and leaders that shape the world of business. Their rigorous, discipline-based approach to business education transforms students into confident, effective, respected business leaders prepared to face the toughest challenges.

Chicago Booth has the finest set of facilities of any business school in the world. Each of the four campuses (two in Chicago, one in London, and one in Hong Kong) reflects the architectural traditions of its environs while offering a state-of-the-art learning environment.

Chicago Booth is proud to claim:
-an unmatched faculty.
-degree and open enrollment programs offered on three continents.
-a global body of nearly 56,000 accomplished alumni.
-strong and growing corporate relationships that provide a wealth of lifelong career opportunities.

As part of the world-renowned University of Chicago, Chicago Booth shares the University's core values that shape the distinctive intellectual culture. At Booth, they constantly question and test ideas, and seek proof. This extraordinarily effective approach to business leads to new ideas and innovative solutions. Seven of the Booth faculty members have won Nobel Prizes for these ideas - the first business school to achieve this accomplishment.

For more information about the University of Chicago Booth School of Business, please visit: http://www.chicagobooth.edu/.


Job Summary

The Assistant Director is primarily responsible for the downtown Gleacher Center office’s initial public interactions with over 1400 Evening and Weekend MBA students, Booth alumni, and students matriculating in Booth’s newest programs, including Master in Management and Master in Finance.


Based on Career Services offerings, the Assistant Director quickly assesses a broad variety of needs and promptly addresses or refers students and alumni as appropriate. The Assistant Director provides event and project management support for a variety of well-established programs, projects, processes, and systems as well as programs and projects in development. The Assistant Director teams with coaching colleagues at Harper and Gleacher Centers to coordinate operational support of career research resources for students across the portfolio of Booth Masters programs, including MBA, Master in Management (MiM) and Master in Finance (MiF) at The University of Chicago Booth School of Business The Assistant Director is also responsible for the general office operations to include, but are not limited to: opening and closing the office; managing supplies, invoices and payments; scheduling and tracking of coaching appointments; administering career research databases, and managing student access to physical and virtual resources.

Responsibilities

  • Serves as a resource to Booth Masters students and alumni, responding appropriately to a wide variety of career guidance and career research inquiries and requests via the office’s main phone line, general email inbox, and walk-ins to the Career Services suite.
  • Develops an understanding of career management issues and Career Services offerings, to assess, manage, and respond to initial student and alumni requests that emerge. Common requests include, but are not limited to, requests for assistance with identifying, accessing, and using the appropriate resources, scheduling and canceling coaching appointments, registering for career programming, and engaging with prospective employers.
  • Builds familiarity with career research resources to triage and respond to student and alumni research questions to prepare for careers in various industries.
  • In collaboration with Harper and Gleacher coaching colleagues, develops best practice protocols for database vendor selection, negotiation, implementation and ongoing management with practices that benefit all populations. Maintains positive relationships with vendors.
  • Tracks and monitors allocations and expenditures as part of annual research and resource budget.
  • Market career research and resource programs and materials. Develops performance measures, including utilization data. Seeks opportunities for improvement.
  • Works with Marketing and Booth IT to maintain online research resources and manages designated web site content.
  • Gains an understanding of Career Services programs and other Booth department events to be responsive to the needs of alumni and students.
  • Collaborate with Operations and Career Management team members in group and individual settings to develop, review, improve, and deliver programs, events, and services. Key planning- and execution-related responsibilities range from broad implementation for in-person and virtual events to managing detailed logistics (reserving space, audiovisual, catering, transportation, calendaring, budgeting, and facilities management); creating, editing, and distributing digital and print materials; and managing participant/volunteer communications and attendance. Key review- and evaluation-related activities may include developing and implementing evaluation surveys and analyzing collected data to provide recommendations for program/service enhancements and innovation.
  • Continually assesses new technologies and leverages existing technologies to improve the delivery of Career Services offerings to be responsive to the needs of alumni and students across MBA programs; evaluates and improves business processes to support Career Services productivity.
  • Oversees daily business operations of the Career Services office to ensure maximum expense control and support maximum productivity. This includes managing the administrative budget for the office with monthly reconciliation of internal accounts with official University ledgers, overseeing the payment disbursement, reconciliation, and troubleshooting process of all incoming invoices and payments, purchasing office supplies, and vendor management.
  • Creates and continually audits weekly coaching usage reports and provides monthly analysis of coaching activity to the Director, Career Management.
  • Advises and counsels students concerning employment opportunities and careers by acting as a liaison between students and prospective employers.
  • Develops original content for career related publications and assists with the editing and distribution of Career Services communications materials.
  • Performs other related work as needed.


Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

  • Managing programs or projects involving people who may or may not report to you.

Technical Skills or Knowledge:

  • New software programs.
  • Basic statistical analysis skills.
  • Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, Outlook, Teams).
  • Strong database and Internet skills, with the ability to conduct thorough data searches.

Preferred Competencies

  • Outstanding verbal and written communications, as well as organizational skills.
  • Work independently with little supervision; possess a self-motivated disposition; think creatively, identify opportunities for improvement, and recommend effective changes.
  • Professional demeanor, including tact, discretion, and a customer service-oriented approach.
  • Excellent marketing, critical thinking, analytical, and persuasion skills.
  • Work on different projects simultaneously and meet strict deadlines with frequent interruptions.
  • Demonstrated ability to work effectively and diplomatically with colleagues, as well as with students, alumni faculty, and corporate contacts.

Working Conditions

  • Work extended hours and attend student events, occasionally on weekends and in the evenings.
  • The current schedule for this position is Monday through Friday, 9:30 am – 6:00 pm, three days onsite, and two days remote.

Application Documents

  • Resume/CV (equired)
  • Cover Letter (required)


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


Job Family

Student Affairs & Services


Role Impact

Individual Contributor


FLSA Status

Exempt


Pay Frequency

Monthly


Scheduled Weekly Hours

37.5


Benefits Eligible

Yes


Drug Test Required

No


Health Screen Required

No


Motor Vehicle Record Inquiry Required

No


Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

Staff 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.

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.

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.