Department
 

PSD Computer Science: Administration and Staff

About the Department
 

The Department of Computer Science is an academic department that has a rich history of advancing and defining new fields of discovery in the physical sciences and computer science, and this tradition continues today. Our inquiry and impact spans from the edge of theory to human-computer interaction to Data Science. We are part of the Physical Sciences Division which includes academic departments and several interdisciplinary research institutes and centers.

Job Summary
 

The Business Coordinator performs diversified and confidential administrative support for the Computer Science Department. The Business Coordinator is also responsible for maintaining the database for fellows, visitors and students and works in conjunction with the Manager to ensure the facilities are operating to the highest levels of efficiency.

Responsibilities

• Recipient of monthly reports of expiring visas, jobs & appointments received from the Dean’s Office; communicates with manager, supervisors, and faculty members to ensure listed personnel’s visas, jobs and appointments are up to date.

• Manages Adminstaff, OAA and postdoc mail lists and provides reports on various projects/accounts.

• Regular and ad hoc project assignments that require strong organization and data analysis.

• Maintains the database of fellows, postdoctoral scholars, visitors, and students; liaison for new postdoc: adding postdocs to slack channel, CS website and postdoc list mail.

• Acts as liaison in coordinating events and meetings, including planning and onsite logistics for the department, E.g., faculty retreats.

• Some non-standard hours may be required.

• Provides administrative support to faculty, including visitors. 

• Submits requests for payment of invoices, the purchase of goods and services, process reimbursements, and expense reconciliation for departmental and faculty accounts.

• Processes expense reimbursements for assigned faculty members and their research groups, ensuring the appropriate procedures and protocols are followed. 

• Purchase necessary goods and services for grant supported work through the University’s procurement service, following University policies and procedures and working closely with the financial administrator to ensure appropriate account allocation. 

• Works with faculty/PI’s research group members to reconcile purchases and assist with reimbursements for all research group members.

• Processes payroll for undergraduates and temporary staff; approving time and attendance in Workday.

• Manages the hiring process for undergraduate and temporary positions; gather required material for hiring purposes.

• Manages new and reappointment postdoctoral request process and submissions; gathers required material for appointment purposes; collaborates with Human Resources and Dean’s office personnel to ensure that postdocs have been approved, pre-fed and fully onboarded.

• Manages initial or extension visa requests process and submissions for postdocs and research staff; works to gather material for Dean’s Office and OIA.

• Responsible for screening candidates for open positions in the department; conduct phone screenings, coordinate in-person and/or virtual interviews, interview candidates, and conduct reference checks.

• 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.

• May initiate correspondence and other written materials under own signature or for the signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.

• 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).

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Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

• Experience in an academic environment.

Technical Skills or Knowledge:

• Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.

• Knowledge of GEMS, EPayments, Buysite, Microsoft Outlook, and content editing skills.

Preferred Competencies

• Excellent oral and written communication skills.

• Strong customer service skills and ability to interact with and serve a diverse population with tact, courtesy, clarity, and diplomacy.

• Ability to handle sensitive and confidential situations and information with absolute discretion.

• Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

• Ability to use appropriate resources to resolve an issue.

• Excellent problem-solving skills.

• Ability to follow an issue through to resolution.

• Must have the ability to work independently with a minimum amount of direct supervision and proper discernment.

• Ability to take initiative and organize and complete projects with minimal supervision.

Application Documents

• Resume (required)

• Cover Letter (required)

• List of References (3) (required)

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

FLSA Status
 

Non-Exempt

Pay Frequency
 

Biweekly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff 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.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

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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