1) Provides general administrative support and functions as an overall concierge to the Office of Advancement.
2) Is responsible for inventorying, ordering, and physically stocking office supplies; processing invoices; preparing budget reports; triaging facility issues; responding to and managing requests via the shared operations inbox; maintain staff lists (phone lists, directories, listservs, etc.); distributing incoming mail; preparing all forms of outgoing mail; maintaining communication with building management; meeting support including teleconferencing and WebEx; and maintaining the general office environment and common workspaces.
3) Manages projects including administrative support for recruiting, onboarding, and off boarding staff; database maintenance; logistical support for employee engagement events such as staff meetings; and actively maintaining and updating office policies and procedures.
4) Assists Office of Advancement staff by promptly answering questions, solving problems, providing appropriate resources, and insuring satisfaction via follow-up.
5) Perform administrative duties to assist the Senior Associate Director of Operations as needed to support the projects being managed by the Operations Team.
6) Serve as a database user to ensure data is maintained and entered into Griffin, the alumni and donor database of record. Manage data requests and projects at the direction of the Senior Associate Director of Operations insuring appropriate information is captured in all applicable donor files and in Griffin.
7) Proofread and copy-edit documents such as reports, letters, memos, analysis, etc. Create complex documents, reports, correspondence and other research materials as required.
8) Prepare and execute a variety of communications (on/off line), including formatting PowerPoint presentations, reports, and other presentations.
9) Work with the Advancement Events Team, and other teams, to assist with small-scale event assistance such as event form submission, mailing invitations, tracking event RSVPs, name badge creation and other administrative event support.
1) Ability to demonstrate a positive and collegial attitude with exceptional customer service skills.
2) Ability to maintain strict confidentiality of sensitive information.
3) Superior analytical and oral and written communication skills.
4) Excellent organizational and technology skills.
5) Ability to learn and manipulate both University and Booth databases.
6) Ability to learn and manipulate programs including, but not limited to: WebEx, BuySite, and ePayments.
7) Ability to work on multiple projects simultaneously, set priorities, and meet short deadlines.
8) Exceptional attention to detail.
9) Ability to manage confidential information with discretion and tact.
10) Ability to ask clarifying questions and choose appropriate sources.
11) Familiarity with and knowledge of higher education and development.
1) Bachelorâ™s degree.
1) At least two years of progressively responsible administrative experience.
2) Cover letter
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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.
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Internal Number: JR04482
About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.