Assistant Director, Operations

University of Chicago • Chicago, IL

4h • $30 - $33 • Hybrid

About The Position

The Assistant Director, Operations, is a member of the Advancement team at the University of Chicago’s Booth School of Business. This position provides operational support and functions as the overall concierge to the Office of Advancement, promptly answering questions, solving problems, providing appropriate resources, and ensuring satisfaction via follow-up to the Office of Advancement and executive-level support to the Chief Advancement Officer.

Requirements

• 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.

Nice To Haves

• Bachelor’s degree.
• Supporting an executive .
• Proficiency with Microsoft Word, Excel, and Outlook.
• Familiarity with University of Chicago alumni databases and systems (Oracle and Salesforce).
• An exceptional commitment to customer service, attention to detail, proven track record of problem solving, and the ability to quickly learn and take ownership of projects.
• Work independently, identify opportunities for improvement, and recommend effective changes, all while achieving key objectives resulting in desired outcomes.
• Handle multiple detailed tasks and projects simultaneously and meet strict deadlines with frequent interruptions.
• Excellent organizational, decision-making, and research/investigative skills.
• Self-motivates and work well with and through others.
• Superior verbal and written communication skills.
• Scrupulous attention to matters of discretion and confidentiality.

Responsibilities

• Inventories, orders, and physically stocks office supplies; triage facility issues; responds to and manages requests; maintains staff lists; distributes incoming mail; prepares outgoing mail; maintains communication with building management; meeting support including teleconferencing and Zoom; and maintains the general office environment and common workspaces.
• Serves as the department’s primary point of contact for purchasing, contracts, and payment procedures and inquires, and provides guidance on related policies.
• Processes purchase orders, payment requests, and reimbursements through Oracle, the University’s system for managing procurement. Submits contract requests for internal review and approval and proactively manages contract renewals.
• Manages the creation of supplier profiles in Oracle and oversees updates through the University’s Service Now portal. Handles payment resolution issues and follows-up on outstanding payment issues.
• Provides executive-level support to the Chief Advancement Officer (CAO), including calendar management, scheduling appointments and meetings, making travel arrangements, and managing expense reports. Anticipates, organizes, and prepares necessary materials prior to the CAO’s donor and alumni meetings and events.
• Completes the CAO’s contact reports in Phoenix, the University’s alumni and donor database of record, ensuring that all donor and alumni correspondence and meeting notes are accurately recorded. Provides broad administrative and strategic support to ensure the CAO’s priorities are effectively executed and aligned across the organization.
• Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with a limited degree of supervision. Collects, interprets, and performs some routine analyses of payables data. May act as an informal resource to associates with less experience.
• Performs other related work as needed.

Benefits

• 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 .

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed