Administrative Support, Business Coordinator

Administrative Assistant

The Administrative Assistant reports to the Chairman and Executive Administrator in the Department of Ecology & Evolution at The University of Chicago Biological Sciences Division. This role requires the knowledge and skills developed through work in a similar position, including the ability to interact with external and internal University partners with the utmost level of discretion and professionalism in a friendly and positive manner. The person selected for this role will serve as a key member of the administrative support team for the Department. The ideal candidate is a highly motivated, detail-oriented, and enthusiastic professional who enjoys working in a collaborative and fast-paced environment.

The job provides specialized business support for routine office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.

Responsibilities

• Manage the coordination of meetings, events, and/or conferences in support of the Chairman and Faculty.
• Serve as the primary representative for faculty recruitment activities; including but not limited to booking seminar space, catering, socials, creating interview itineraries, escorting individuals while on campus, arranging coordinating travel arrangements, etc.
• Coordinates special projects as directed by the Chairman.
• Assist departmental visitors with inquiries and requests.
• Assist new department members by providing low level training for Buysite as needed.
• Maintain the Departmental equipment inventory.
• Manage the coordination of conference rooms for classes, defenses, events, and meetings for faculty, students, and other academic personnel.
• Primary responsibility for the office management of orders, supply inventory, machines, and purchase orders through Buysite.
• Assist with preparation of reimbursements for department members and visitors using GEMs, e-payments, etc.
• Primary responsibility for the onboarding process for new faculty, staff, and trainees for technology set up for phone and computers.
• Maintain the department website.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
• 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.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree). Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

• Resume (required)
• Cover Letter (required)
• Contact information of at least two references (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Administration & Management

Individual Contributor

40

$24.04 - $31.25

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

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.