Posted: 20-Oct-23

Location: Chicago, Illinois

Type: Full-time

Salary: Open

Categories:

Internal Number: JR24208

Job Description:

• Plans, directs, coordinates, and manages daily operational and business needs.
• Supports operational projects at the direction of the supported faculty, including liaising with internal and external constituencies and stakeholders. 
• Performs routine and complex assignments for the unit usually in the areas of procurement, event planning, and support services.
• Monitors expenses and provides regular updates, ensuring that spending limits are adhered to and are within budget.
• Plans and executes various administrative tasks, including assisting with special projects and events; designing, producing, and copy-editing complex documents, reports, and presentations; and collecting and preparing information for meetings with internal and external stakeholders.
• Performs ongoing assessments of office organization and function, identifies operational deficiencies, and recommends and implements solutions.
• Manages administrative, expense and logistic support, including but not limited to calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts.
• May prepare presentation decks; creates, edits, and proofs communications on behalf of supported faculty.
• In collaboration with PME HR and Academic Affairs, initiates non-faculty appointments (postdoctoral researchers, students, temporary staff, academic visitors, and interns), including drafting the description of duties, onboarding, and offboarding with high confidentiality and discretion.
• Serves as liaison for postdoctoral researchers, research staff, and students within the labs for space assignments, IT needs, purchasing requests, reimbursements, and accounts payable.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts.  Preparing and monitoring the budget for a unit.
• Researches and analyzes data to create reports, and may create other reports for grants and contracts.
• Performs other related work as needed.

Preferred Qualifications

Education:

• Bachelorâ™s degree.

Experience:

• 3+ years of progressively responsible business and administrative experience.â¯Â 
• Working within an academic or complex administrative environment.

Technical Skills or Knowledge:

• Project Management methodologies.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong computer skills including calendaring, document management (e.g., Dropbox, Box, etc.), database management, and spreadsheet skills.
• Familiarity with report writing/submission and manuscript drafting, editing, and review.

Preferred Competencies

• Commitment to providing a high level of service and working in a team environment.
• Demonstrated administrative, problem-solving, organization and coordination skills.
• Demonstrated excellent oral and written communication skills.
• Excellent time management skills and handle multiple, concurrent tasks within deadlines with minimal supervision.
• Prioritize urgent tasks while ensuring established deadlines are met.
• Flexible and adaptable to changes in workflow and procedures.
• Handle stressful, sensitive and confidential situations and information with absolute discretion.
• Interact comfortably with senior executives, faculty, and staff.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• Professional References Contact List (3) (required)

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 the Applicant Inquiry Form.

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: 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.

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