Operation & Administrative Associate

Department SSD Development Economics Center: Staff and Temporary Employees About the Department The Development Innovation Lab at the University of Chicago uses the tools of economics to develop innovations with the potential to benefit millions of people in low- and middle-income countries. It was founded and is led by Nobel laureate Michael Kremer. Job Summary The position provides specialized business support for routine office and location support activities. It identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the support provided, working autonomously within established procedures and practices. This role sits at the heart of DIL’s day‑to‑day operations, supporting the organization’s team members and collaborating partners. Responsibilities range from coordinating events, preparing visa and academic appointment documentation, managing organizational systems, and ensuring the office runs smoothly and professionally. Responsibilities In consultation with the Senior Manager, Operations & Programs, draft departmental visa applications and academic appointment requests; coordinate closely with relevant staff to ensure complete and accurate submissions. Independently support key aspects of staff on‑ and off‑boarding processes. Create and maintain organized departmental files and record‑keeping, including detailed templates and instructional procedures. Identify areas for improvement. Oversee the recruitment life cycle for DIL student workers, working with DIL staff and SSD HR to ensure timely and accurate hiring. Maintain accurate records and process extensions as needed. Stay up to date on University policies and procedures related to student workers, and relay that information to DIL team members. Prepare special reports and summaries; assist in managing daily operations of the office and may help develop administrative goals and policies. Manage the leader’s calendar, exercising discretion and judgment regarding priorities. Oversee all aspects of DIL’s public and private events, from pre‑event coordination to day‑of logistics, including managing catering orders. Events include seminars, team gatherings, and special events. Manage guest pre‑event logistics, including travel arrangements, and serve as their departmental point of contact. Execute day‑to‑day event logistics and other moderately complex assignments with guidance. Coordinate and manage website updates and DIL system access for staff and guests. Prepare communication materials; coordinate with relevant departments to ensure adherence to University branding guidelines. Manage departmental listservs and inboxes, support communications, and respond to routine inquiries. Support special projects as assigned. Manage DIL facilities and day‑to‑day operations including building access, technology, and space assignments. Maintain comprehensive inventory for the department. Oversee procurement and inventory tracking of office supplies and technology. Coordinate with vendors and key University departments (Facilities, Social Sciences Computing Services, Export Control) to ensure smooth operations. Provide administrative support for a leader, staying informed of program activities and apprising the leader of issues when necessary. Initiate correspondence and other written materials under own or leader’s signature; triage emails and telephone calls. Resolve routine and complex inquiries. Perform other related work as needed. Minimum Qualifications Vocational training, apprenticeships, or equivalent experience in a related field (four‑year degree not required). 5‑7 years of work experience in a related discipline. Preferred Qualifications Bachelor’s degree in a related field. Initiative and ability to work independently, while coordinating closely with team members. Proactive communication and organizational skills with proven ability to juggle competing priorities. Experience working in a fast‑paced environment with firm deadlines. Familiarity with organizing and managing events. Curiosity and experience using AI to improve daily processes. Prior experience with coding languages (e.g., R or similar). Consistent in‑person availability. Technical Skills or Knowledge Proficient in Microsoft Windows Suite (Outlook, Word, Excel, PowerPoint). Experience with Asana, Slack, Google Suite, and willingness to adopt new tech solutions. Demonstrated skill or ability to quickly learn internal workings of the University. Working Conditions Consistent in‑person schedule required for some responsibilities. Hybrid work schedule possible with manager coordination. Job Family Administration & Management Role Impact Individual Contributor Schedule 37.5 weekly hours Pay Hourly, $28.27 – $36.58 Benefits Eligible for University of Chicago benefits, including health, retirement, and paid time off. Benefits guidebook available from the University website. 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 View phone number on click.appcast.io or submit a request via Applicant Inquiry Form. All offers of employment are contingent on 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. #J-18808-Ljbffr University of Chicago