| Location: Chicago, IL Job Description: Provide administrative support to faculty, academic appointees, and lecturers. Processes and screens incoming and outgoing communication and correspondence. Creates, edits, tracks and maintains electronic and written documentation, relevant data and statistics. Oversees project workflow to ensure materials are produced with accuracy and on time. Manages expense reimbursements in the GEMS system. Schedules appointments and meetings. Duplicates class materials. Ordering books, supplies and other materials for courses. Organizes internal conferences and workshops. Schedules travel arrangements for invited speakers for conferences and workshops. Assists with reserving meeting rooms. Prepares University reimbursement forms. Assists with job talk coordination and scheduling. Coordinates food orders and facilities set-up for job talks and meetings. Work with Senior Director of Academic Appointments and Faculty Affairs on academic appointment. Assists with communication and onboarding of part-time lecturers. Partners with Senior Director on onboarding of lecturers and visitors. Handles administrative tasks associated with courses taught by lecturers. Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. 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. 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. 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.
Preferred Qualifications Education: Experience: Experience in an administrative or similar role. Adept at managing multiple projects simultaneously. Strong interpersonal, customer service and problem-solving skills. Advanced MS Outlook and efficient MS Word, Excel, and PowerPoint and database skills.
Technical Skills or Knowledge: Preferred Competencies Strong customer service orientation, the ability to work effectively with a wide variety of constituents, and the ability to work independently without close supervision. Strong organizational skills. Ability to maintain calm and courteous demeanor while working productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Application Documents 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. |