Office Manager and Program Assistant

Office Manager And Program Assistant

The University of Chicago Crime Lab and Education Lab partner with cities and communities to use data and rigorous research to design, test, and scale programs and policies that enhance public safety, improve educational outcomes, and advance justice. Our mission is to combine world-class data science and research, in partnership with government agencies, to substantially improve the effectiveness of the public sector and achieve impact at scale.

The University of Chicago Crime Lab and Education Lab is seeking an experienced and highly organized administrative professional to serve as our Office Manager and Program Assistant to our Community Safety Leadership Academies. This role will manage the day-to-day operations of a hybrid office while supporting logistics and planning for programs and events. This position requires on-site presence in our office and various program sites.

The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

Responsibilities include:

• Providing excellent service as the front desk manager for the office by coordinating visitors, greeting and assisting guests, and answering main phone line.
• Creating and implementing process improvements for general office management, including the development of operational references and/or manuals.
• Maintaining an accounting of all office supplies and proactively placing orders for new supplies as needed.
• Serving as the main point of contact for building management and maintenance teams, key vendors, deliveries, and University offices.
• Assisting with financial duties, such as processing reimbursements, expense reconciliation, paying invoices, and depositing checks.
• Providing significant and hands-on logistical support to the CSLA program teams by implementing plans for meetings, events, and other offsite activities.
• Providing logistical support to CSLA participants through travel and accommodation arrangements, scheduling, and processing stipends.
• Proactively identifying potential problems and exhibiting good judgement in identifying and implementing decisions.
• Coordinating special projects as directed by the leader. Preparing write ups for recommendations for operational and administrative problems.
• Performing other related work as needed.

Minimum qualifications include vocational training, apprenticeships or the equivalent experience in a related field. Preferred competencies include strong oral and written communication skills, ability to professionally interact with researchers, funders, and other key external stakeholders, ability to work independently, solve problems, and manage multiple, concurrent tasks, ability to exercise considerable discretion and judgment, excellent organization skills and attention to detail, demonstrated time management and project management skills, excellent computer skills including advanced Microsoft Office Suite, ability to work a hybrid remote/in-office schedule with occasional evening/weekend hours and travel.

Application documents required include resume, cover letter, and 3 references.