The posting
Department
Library IT & DS - Dissertation Office Administration
About the Department
Widely known as guardian of one of the largest academic library collections in North America, the University of Chicago Library is redefining its role as a provider of services within an increasingly open global knowledge ecosystem. We value open and equitable access to knowledge, freedom of speech, thought, and inquiry, and working in partnership within and beyond the UChicago community. We are creating a working environment that embraces innovation and respect and that celebrates and develops staff.
As part of the University of Chicago, we offer a wide variety of strong benefits and programs to academics and staff. From a choice of comprehensive health plan options and wellness programs, short and long-term disability insurance, continuing education opportunities including educational assistance plans, competitive retirement plans and paid time off (vacation, personal and university holidays), we’re committed to providing benefits and a work environment that matters!
Job Information
Job Summary:
The Dissertation Specialist is responsible for planning and supervising the daily activities of the University of Chicago Dissertation Office, a service point within the Center for Digital Scholarship where staff members assist doctoral candidates with University-wide dissertation requirements. The Dissertation Specialist ensures that dissertation requirements are met, provides quality control, and assesses workflows. The Dissertation Specialist works closely with students, with University staff, and with staff at ProQuest.
Responsibilities:
- Helps dissertation writers and graduate program administrators understand and follow University dissertation requirements and submission procedures. Provides advice regarding bibliography and citation styles and formatting manuscripts.
- Audits draft and final copies of dissertations. Manages and assesses workflow and provides quality control for these audits. Documents and updates procedures. Recommends changes in procedures and guidelines.
- Staffs Dissertation Office during set hours, responding to telephone, e-mail, and in-person queries.
- Designs and publicizes sessions to teach doctoral candidates about format requirements, copyright compliance, and the dissertation submission and review process via the Library’s institutional repository and optional ProQuest. Provides instruction in both library training room and online settings. Works with university partners to provide additional related training for graduate students.
- Hires, supervises, and trains student assistants. Introduces new employees to Dissertation Office policies, procedures, programs, and guidelines.
- Manages a database of Ph.D. candidate and dissertation information. Tracks processing of dissertations.
- Contributes to Dissertation Office web pages. Creates and updates informational materials.
- Coordinates with Ph.D.-granting divisions and schools to obtain and update the quarterly convocation lists. Contributes to and helps proofread the annual convocation programs.
- Participates in departmental meetings, planning, and activities of the Center for Digital Scholarship.
- Participates in Library and University meetings and activities.
- Performs other duties as assigned.
Competencies:
- Excellent interpersonal and solid public service orientation.
- Demonstrated ability to interact and communicate with clarity, tact, discretion, and courtesy with patrons, library staff, and others required.
- Effective oral and written communication skills.
- Work effectively and successfully with colleagues in a team setting.
- Ability to maintain confidentiality.
- Analyze and solve problems, judgment and decision-making skills, and planning and organizational skills.
- Ability to take initiative, work independently and manage multiple priorities in a complex and changing environment.
- Accuracy and attention to detail required.
Additional Responsibilities
Education, Experience, or Certifications:
Education:
- College degree required.
- Graduate level studies preferred.
Experience:
- Familiarity with advanced academic writing strongly preferred.
- Familiarity or experience with the University of Chicago dissertation process strongly preferred.
- Relevant work experience at a research university highly preferred.
- Supervisory experience is preferred.
Technical Knowledge or Skills:
- Basic computer skills, including word processing expertise, and experience with Microsoft Office.
- Familiarity with a language other than English is preferred.
- Experience with the Chicago Manual of Style and similar handbooks highly desirable.
- Experience with LaTeX, RefWorks, and Web Express or similar software packages is preferred.
- Experience with library catalog and bibliographic utilities highly desirable.
Working Conditions and Physical Requirements:
- Visual Acuity: Specific vision abilities required to complete the essential functions of the job include close vision, distance vision, and color vision to complete quality-control checks on dissertations.
Pay Range:
- $22.17 - 32.47 per hour
Required Documents:
- Resume
- Cover letter
- Reference contact list
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.
Benefit Eligibility
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.
Pay Rate Type
Hourly
Pay Range
$22.17 - $32.47
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.
Scheduled Weekly Hours
37.5
Union
024- Local 743, I.B.T. Clerical
Job is Exempt
No
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Date
2026-11-04
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.
