Department
HUM Staff: CLC Chicago Language Center
About the Department
The CLC is a hub of professional development and services for the hundreds of instructors and graduate students that teach the 50+ languages spread across various departments within the University. We also promote language study and increase the visibility of our language offerings, helping students navigate and go beyond the university’s language requirements.
Job Summary
Applicants must upload two documents: 1) a resume and 2) a letter responding to the question listed at the end of the job posting under Application Documents to be considered for this full-time, benefits eligible, hybrid (4-days on campus / 1-day remote) position. Ability to work occasional evenings or weekends
The Chicago Language Center Administrator supports the core functions of the Chicago Language Center (CLC) through operational activities, student engagement, event coordination, and financial administration. Working closely with the CLC/OLA Operations Manager, this role ensures smooth day-to-day office operations, supervises student assistants, and leads promotional efforts across multiple platforms to enhance the visibility of the CLC and its programs. The administrator plays a key role in planning and executing events, managing outreach and logistics for the Global Honors program, and maintaining accurate records and communications. Additionally, this position serves as the unit’s primary financial administrator, overseeing multiple budgets, reconciling expenses, and guiding staff on fiscal activities and compliance with University policies.
Responsibilities
- Supports the daily operations of the CLC in collaboration with the CLC/OLA Operations Manager, including front desk staffing, phone coverage, office equipment checkout and troubleshooting.
- Hires, trains, and supervises student assistants for front desk coverage, promotional activities, and social media engagement. Monitors student hours and partners with HR to manage hiring and payroll activities.
- Maintains key databases related to CLC staff, language instructors, and event participants; oversees enrollment data collection.
- Manages supply inventory and procurement in coordination with the CLC/OLA Operations Manager.
- Collaborates on outreach efforts, including identifying target audiences and managing multi-platform social media strategies.
- Oversees student-led content development and engagement, builds visibility through partnerships with campus units and external language centers.
- Plans, advertises, and executes a variety of CLC events in collaboration with program staff.
- Designs and distributes promotional materials (flyers, posters, emails, social media) and manages event logistics including catering, space reservations, materials prep, and reimbursements. Attends and oversees CLC events, including evenings and weekends as needed.
- Promotes the Global Honors program to students, faculty, and departments; advises students and serves as program expert. Plans and coordinates the annual Global Honors reception and associated logistics.
- Maintains and updates the Canvas site, tracks student submissions, reviews assignments, and monitors progress.
- Maintains accurate records for Registrar reporting and Convocation; distributes certificates and pins.
- Serves as CLC’s financial point person, managing CLC and LPII accounts and related expenses. Manages Global Honors financial activity and payments.
- Reconciles accounts, monitors actuals vs. budget, and provides budget projections.
- Works within University financial systems to process transactions, prepare reports, and consult on budget strategy.
- Serves as delegate for GEMS reporting and stays current on University financial policies.
- Advises staff on financial best practices and supports long-term budget planning.
- Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar.
- Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. 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 5-7 years of work experience in a related job discipline.
Certifications:
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Preferred Qualifications
Experience:
- Management of finances/budgets.
- Planning and carrying out events.
- Working in an administrative capacity in a fast-paced environment.
- Working in academic contexts with faculty and other administrative personnel.
- Managing communication initiatives (event outreach and marketing).
Technical Skills or Knowledge:
- Knowledge of Microsoft Office Suites, Google Docs, email, and calendaring programs.
- Working with multimedia, WordPress (Voices) websites, video creation.
- Proficient in Adobe Creative Cloud products or other graphic design tools.
- Familiarity managing data, spreadsheets, databases, survey platforms.
- Proficient in Workday or other HRIS software.
- Near-native fluency in English.
Preferred Competencies
- Support colleagues and clientele with patience and professionalism.
- Take initiative, anticipate, and solve problems.
- Excellent proofreading skills.
- Learn new programs and software.
- Multi-task, meet deadlines, and prioritize multiple assignments and projects.
- Work effectively with individuals from different cultures.
- Maintain confidentiality.
- Train others.
Application Documents
- Resume/CV (required)
- A response to the following: The CLC sees this position as an integral part of a collaborative team. How do you approach providing administrative support on multiple fronts, whether you are dealing with a problematic patron at the reception desk, assisting a colleague, trying to complete a financial analysis, or racing to arrange details for an upcoming event? (preferred)
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
FLSA Status
Non-Exempt
Pay Range
$25.64 - $30.77
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 theBenefits 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.
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