Desk Clerk-40 hours - JR27158-3800 - The University of Chicago

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information, please see:
https://illinoisjoblink.illinois.gov/jobs/12430441 Department
CSL Housing and Residence Life Operations 3
About the Department
The mission of Housing and 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 that 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:
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.
The Desk Clerk position has a 9-month schedule with multiple temporary
seasonal shutdown periods during the winter and summer. This is a
40-hour position. Desk Clerks work in a 24-hour operations. Multiple
shifts are available primarily during evenings, overnights, and
weekends.
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 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
trainings, via email and in the Desk Clerk manual; provide routine
orientation to new employees in coordination with Assistant
Directors of Operations, and Associate Director, Desk and Mail
Operations and HRL. Responsible for accessing 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
and Associate Director, Desk and Mail Operations and building
management.
Competencies:
- Effective oral and written communication.
- Work with some independence, multitask, and work with frequent
interruptions.
- Aware of, in 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.
Additional Requirements
Education, Experience or Certifications:
Education:
- High school diploma or GED 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 Kno