Office Manager and Program Assistant

About the Department 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. About the Role The University of Chicago Crime Lab and Education Lab is seeking an experienced and highly organized administrative professional to serve as Office Manager and Program Assistant for our Community Safety Leadership Academies (CSLA). This role will manage the day‑to‑day operations of a hybrid office while supporting logistics and planning for programs and events, requiring on‑site presence in our office and various program sites. Job Summary The job provides confidential and high‑level office and location support activities by acting as a lead and coordinating the work of others. The role identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University and may ensure the correct functioning of facilities, office, and/or business support services. Responsibilities Provide excellent service as the front desk manager for the office by coordinating visitors, greeting and assisting guests, and answering the main phone line. Independently manage issues and questions that arise for employees and guests in day‑to‑day operations. Create and implement process improvements for general office management, including the development of operational references and/or manuals. Maintain an inventory of all office supplies and proactively place orders for new supplies as needed. Maintain office machines, services, and spaces; receive and distribute mail. Serve as the main point of contact for building management and maintenance teams, key vendors, deliveries, and University offices. Assist with financial duties, such as processing reimbursements, expense reconciliation, paying invoices, and depositing checks. Provide significant and hands‑on logistical support to the CSLA program teams by implementing plans for meetings, events, and other off‑site activities, including coordinating with venues, confirming logistics, and serving as primary point of contact for venue staff. Provide logistical support to CSLA participants through travel and accommodation arrangements, scheduling, and processing stipends. Serve as a point of contact for participants during their time in the program. Proactively identify potential problems and exhibit good judgment in identifying and implementing decisions. Coordinate special projects as directed by the leader. Prepare write‑ups for recommendations for operational and administrative problems. Manage a portion of the leader’s budget, monitoring and reconciling accounts, as well as preparing financial and/or administrative reports. Prepare special reports and summaries, assist in managing daily operations of the office, and may assist in developing administrative goals and policies. Maintain the leader’s calendar, exercising considerable discretion and judgment to prioritize the leader’s time. Perform other related work as needed. Minimum Qualifications Education: Minimum requirements include vocational training, apprenticeships, or equivalent experience in a related field; a four‑year degree is not required. Work Experience: Minimum requirements include 7+ years of experience in a related job discipline. Certifications: None specified. Preferred Competencies Strong oral and written communication skills. Professional interaction with researchers, funders, and other key external stakeholders. Ability to work independently, solve problems, and manage multiple concurrent tasks. Exercise considerable discretion and judgment. Excellent organization skills and attention to detail. Demonstrated time management and project management skills, successfully executing multiple tasks while responding to multiple priorities with little supervision. Excellent computer skills, including advanced Microsoft Office Suite, PowerPoint, Adobe Acrobat; experience with both PC and MAC; proofreading, editing, and advanced writing and grammar skills. Ability to work a hybrid remote/in‑office schedule with occasional evening/weekend hours and travel. Benefits Eligible for a wide range of benefits, including health, retirement, and paid time off. Equal Opportunity Employer 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. #J-18808-Ljbffr