Department and Student Affairs Assistant

Department

AHD Staff: CMS Cinema and Media Studies Admin

About the Department

Since its founding in 1995, the academic program in Cinema and Media Studies (CMS) has assembled a group of leading scholars in the field and developed a world-wide reputation for original, rigorous, and influential scholarship. With the growth and definition of its undergraduate and graduate curricula, the department has been attracting an impressive succession of students with a wide range of interests and backgrounds in cinema and media theory, history, and practice. CMS includes the Media Arts and Design (MADD) undergraduate program. MADD nurtures nimble makers and critical thinkers, blending theory with playful experimentation. MADD graduates excel in diverse fields, ranging from art game design and creative technology to arts education and entrepreneurship. Their contributions across industries underscore the adaptability of the MADD curriculum and the wide-ranging potential of their expertise, bridging art and technology.

Job Summary

The Department and Student Affairs Assistant provides vital administrative, student affairs, and financial support to the Cinema and Media Studies (CMS) Department, including the MADD program; serving primarily undergraduate student populations and graduate student populations secondarily. Working in close partnership with the CMS and MADD Administrators, this position serves as a key administrative contact for the Chair, administrators, and the Directors of Undergraduate (DUS) and Graduate Studies (DGS).

This role also contributes significantly to undergraduate student outreach and programming by supporting efforts to grow enrollment, developing creative initiatives, managing online and campus-wide promotions, organizing events, and fostering alumni engagement. Responsibilities also include advising students on academic requirements, gathering feedback on department procedures, and connecting them with appropriate departmental resources. Additional duties include processing reimbursements and payments as well as maintaining departmental records and directories.

Candidates must upload a resume and letter of interest to be considered for this full-time, benefits eligible, and hybrid position requiring an on-campus presence throughout the week.

Responsibilities

• Brings creativity and energy to outreach efforts aimed at growing the number of undergraduate majors and minors in CMS and making the department a vibrant place to study.
• Processes a high volume of financial transactions, including reimbursements and payments for academics, visiting faculty, students, vendors, project consultants, grants, GEMS activities, departmental awards, student stipends, honoraria, department invoices, and event-related expenses.
• Develops engaging programming, community and online promotions, and alumni outreach.
• Manages record of financial purchases, account balances, and spending via a tracking spreadsheet; provides regular updates on accounts, troubleshoots and reconciles financial transaction concerns; elevates issues as needed.
• Stays current on financial systems, policies, and processes through regular trainings and adoption of best practices.
• Provides support to the Director of Undergraduate Studies (DUS) in CMS and MADD and Director of Graduate Studies (DGS) in CMS.
• Works with the college advising office to promote courses and consult on department/program requirements.
• Supports the DUS of CMS and MADD with gathering feedback and advising on program requirements and procedures, faculty advisor selection, course selection, and study abroad; and is available to students for drop-ins as necessary.
• Organizes and facilitates undergraduate open study hours, student Q&A and panels, and portfolio, capstone and thesis support sessions.
• Assists curriculum planning process by soliciting faculty course proposals, analyzing departmental curricular needs, developing a map of course offerings, promoting classes to students, and tracking enrollment.
• Supports admissions, academic review, and course submission processes.
• Works with the Director of Undergraduate Studies, CMS and MADD, to update their respective College catalog pages.
• Works with Registrar to coordinate graduate workshops and events.
• Partners with CMS/MADD faculty, administrators, and student workers to organize at least two undergraduate events per quarter, including open houses, information sessions, end-of-year celebrations; undergraduate recruitment events; and other departmental events.
• Assists with event promotion and communications, using listservs and other means to ensure necessary information reaches CMS and MADD faculty, graduate students, and undergraduate students.
• Coordinates with administrators and event organizers, particularly with the Film Studies Center, Doc Films, Fire Escape Films, the MADD Center, the Undergraduate Game Design RSO, as well as others across campus to develop and promote collaborative or co-sponsored events.
• Assists with event logistics.
• Supports occasional evening events.
• Updates faculty and student profiles, event pages, departmental directories, listservs, websites, wikis, and internal documents.
• Manages daily office operations, answers phone/emails, greets visitors, maintains office equipment, orders supplies.
• Maintains and updates calendars for department-controlled rooms, coordinating use for classes, workshops, and events.
• Gathers data and prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Manages department email accounts, including but not limited to, [email protected], [email protected], and [email protected].
• Documents, categorizes, and archives department procedures, courses, and events.
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

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

Certifications:

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Preferred Qualifications

Experience:

• At least 2 years office administration experience.
• Exposure to higher education work environment supporting faculty and/or students.
• Interest in cinema or media studies.

Technical Skills or Knowledge:

• Proficiency in word processing, spreadsheets and database programs.

Preferred Competencies

• Respond clearly and knowledgeably to inquiries and troubleshoot issues.
• Maintain professional relationships and communications with faculty, students, and administrators.
• Write clearly and succinctly.
• Organizational skills.
• Properly identify and adjust priorities while executing multiple tasks simultaneously.
• Handle sensitive and confidential information with tact and discretion.
• Flexibility to adapt to organizational changes and willingness to learn.

Application Documents

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

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

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

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$45,000.00 - $55,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

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.

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.