1) Coordinate the central office's day-to-day operation, including space, staffing, scheduling and workflow to ensure timeliness and quality of service.
2) Serve as point of contact for inquiries and office visitors.
3) Schedule diverse and complex appointments, meetings, and travel arrangements, schedule uses of SIFK space, and maintain administrative calendar.
4) Compose and edit correspondence and other documents.
5) Process mail and disseminate pertinent office/building information.
6) Help to develop and implement office policies, guidelines and procedures in coordination with the University's polices and guidelines.
7) Procure and maintain Institute office supplies, may select vendors, and use signature and purchasing authorization.
8) Oversee office equipment, order repairs and upgrades as needed.
9) Provide support to faculty, students, and staff in using office equipment, especially copier, audio/visual, and teleconferencing equipment.
10) Oversee and maintain the physical office space, supervise reception area and oversee triage of inquiries.
Finances and Human Resources
1) Assist Institute leadership in developing the office budget, enter budget into University budgeting system, monitor budget on a monthly basis.
2) Manage, reconcile and report on operational expenses.
3) Complete ePayments for all invoices and reimbursements, enter expenses in budget spreadsheets, submit office Buysite orders, disburse funding and manage research accounts, manage grants, and reconcile ledgers and update budget forecasts on a monthly basis.
4) Coordinate clerical support: recommend various personnel actions related to clerical staff including but not limited to hiring, performance appraisals, and promotions; coordinate work assignments; and ensure accuracy and timeliness of work.
5) May coordinate other personnel matters, including managing the recruitment and hiring process and processing personnel and payroll related forms.
6) Publish job advertisements, manage Workday positions to onboard appointments and hires such as postdocs and student assistants.
7) Manage the administrative functions of funding announcements, applications, proposal review, and disbursement of grants.
1) Support SIFK faculty and postdocs in course administration.
2) Schedule classes, reserve rooms, and submit courses to the Registrarâ™s online catalog and graduate announcement.
3) Manage the administrative functions of academic initiatives such as the SIFK track in the Social Sciences MA program.
Communications and Events
1) Work with Institute leadership and communications staff to plan, schedule, and organize event-related activities, including speaking invitations and scheduling, travel logistics, publicity, speaker itineraries, catering, event staffing, and related invoices and payments, tracking communications throughout the process, and pro-actively follow up with speakers and faculty to ensure that organizational logistics for speakers are completed in a timely manner.
2) Support Institute leadership and communications staff by writing content for publicity and event reports, announcements, and newsletter, according to established messaging and style guidelines.
3) May develop layouts and graphic designs for print and electronic publicity and event materials.
4) Support communications staff in preparing and posting content to Institute website, internal/external online calendars, and social media.
5) May manage digital assets (text, image, audio, video), maintain communications calendar and MailChimp subscriber database.
6) Solicit updates from faculty, visitors, and students on a quarterly basis.
7) Maintain alumni tracking database and email list, proactively solicit alumni updates on an annual basis.
8) Research, compile and analyze data to support reporting, proposals and other documents.
Other Special Projects
1) Any other projects, as needed.
1) Time management skills to handle multiple assignments simultaneously.
2) Excellent organizational skills.
3) Excellent verbal and written communication skills.
4) Excellent interpersonal and customer service skills.
5) Experience managing and updating website and familiarity with Content Management System(s).
6) Familiarity with University of Chicago administrative tools and procedures (eLedger, Business Objects, GEMS, Workday, Interfolio).
7) Familiarity with central administration within a complex research university environment.
8) Proficiency with Microsoft Office, Adobe Creative Suite, MailChimp, social media.
9) Manage and troubleshoot office equipment such as audiovisual, teleconferencing, copier/printer.
10) Handle public contact with courtesy, clarity, and diplomacy.
11) Handle sensitive and confidential situations and information with discretion.
12) Take initiative, organize, and complete projects with minimal supervision.
13) Resourceful problem-solver and critical thinker, be proactive in leveraging opportunities and anticipating and averting problems.
14) Communications and marketing experience, and graphic design skills are a plus.
1) Bachelor's degree
1) Two to five years of experience in an office environment.
2) Three 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.
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.
Internal Number: JR06008
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.