Department Assistant

About the Department

The Department of Philosophy at the University of Chicago is distinctive in combining a humanistic orientation with a commitment to philosophical rigor. We value clarity of expression and logical precision, and we believe that philosophical work is enriched when it is animated by a range of conversations in the humanities, social sciences, physical sciences, and arts. We offer exceptionally broad and deep programs in Western philosophy at the undergraduate and graduate levels in a lively, congenial, and intellectually stimulating atmosphere.

AHD Staff:
Philosophy Administration

The Department Assistant supports the Department Administrator in managing graduate and undergraduate programs. The role involves working closely with faculty, students, and staff, serving on and supporting faculty committees. The Assistant communicates department policies and procedures clearly, provides administrative guidance to students, answers questions about degree programs, and helps maintain accurate student records. Key responsibilities include supporting graduate admissions and orientation, tracking student progress, assisting with course scheduling and faculty searches, organizing student events and departmental promotions, and preparing instructional materials and forms.

The Assistant also provides general office support and regularly interacts with other University offices and the public. This position works as part of a team and supports the mission of the department, division, and University. This is a full time, benefits eligible position.

To be considered for this position, applicants must provide all required materials including a resume AND cover letter.

• Works with the Faculty Curriculum Committee to assign days, times, and quarters to the graduate and undergraduate courses; makes and publicizes changes to the schedule throughout the year; manages the courses database, assigns course numbers to courses; contacts staff in other departments to facilitate the cross-listing and numbering of courses; submits the department’s course offerings to the Registrar for publication in the official University course listings such as the ‘Time Schedule’;
  
  manages the accuracy of the information by consulting with appropriate faculty and with the appropriate staff in the Registrar’s office when changes are requested; keeps changes updated.
• Supports the faculty Admissions Committee by coordinating the annual admissions process; assisting prospective and applicant students; managing admissions communications, records, databases, and reports; scheduling and supporting committee meetings; ensuring accurate distribution and tracking of applications and decisions; liaising with the Dean of Students office; organizing faculty–student meetings; and helping plan and execute Prospective Student Week, including events, materials, and visitor logistics.
• Maintains and reports on PhD and undergraduate student records, including grades, exam results, program requirements, and paper files; manages and queries the departmental database (File Maker Pro); prepares reports for department leadership and faculty; tracks grade sheets, class lists, and competitive student applications in coordination with the Department Administrator; collaborates with university offices on student records functions; supports undergraduate program administration by maintaining major/minor records, monitoring enrollments, supporting advising needs, and assisting with undergraduate student organizations and activities.
• Processes reimbursements for a variety of department-paid expenses on both Oracle and GEMS. Manages communication of payments and ensures accuracy and timeliness.
• In consultation with the faculty admissions chair, plans events for admissions meetings and departmental open house for prospective students; with Department Assistant and Department Chair, plans Orientation Week and other departmental social events including Night Owls. These tasks involve ordering food, following up with and orchestrating caterers, and scheduling.
• Manages scheduling and calendars for…