Department Administrator

University of Chicago • Hyde Park, VT

2d • $60,580 - $78,398

About The Position

The job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit. From the very beginning, the Department of Political Science at the University of Chicago has been a pioneer in the development of social scientific understandings of government and politics.

Requirements

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Nice To Haves

• Bachelor’s degree.
• Office management experience.
• Event planning and coordination experience.
• Experience coordinating domestic and international travel arrangements.
• Familiarity with university processes such as academic hiring, budgeting, visa processing, etc.
• Experience working with faculty.
• Proficiency of MS Office software, HTML and Drupal proficiency and experience.
• Working experience in database, spreadsheet and word processing software applications.
• Familiarity with general business practices.
• Commitment to providing a high level of service and working in a team environment.
• High degree of professionalism.
• Attention to detail.
• Forward, creative, proactive thinking.
• Work effectively and collegially with various campus offices.
• Excellent interpersonal, oral and strong written communication skills.
• Handle multiple tasks simultaneously and under tight deadlines.
• Strong analytical and organizational skills.
• Work in a fast-paced environment.
• Excellent reading, writing, verbal communication, organizational and interpersonal skills.
• Work independently and with a high degree of initiative.
• Manage time wisely and prioritize effectively.
• Handle sensitive and confidential situations and information with absolute discretion.

Responsibilities

• Manages daily administrative operations of the departmental office and support the day-to-day administrative needs of the Chair.
• Assists the Chair in the general administration of the Department including tracking deadlines for budgets, making travel arrangements, scheduling meetings and keeping him/her informed of pending projects, deadlines, and problems.
• Prepares confidential correspondence.
• Oversees and manages all department accounts.
• Creates financial budget reports and projections for review.
• Researches and analyzes data for reporting tools.
• Submits regular service payments via Oracle and GEMS.
• Processes travel reimbursements, vendor payments and speaker honorariums.
• Manages the administrative processes for faculty and academic non-faculty recruitment, appointments and promotions.
• Assists faculty committees with faculty recruitment, appointment and retention.
• Supports faculty with academic, pedagogical, and professional development activities, provide logistical support, and advertising for all events.
• Coordinates arrangements for visiting professors, official guests and speakers including their appointments, lodging, and lecture rooms.
• Places facilities requests for building maintenance and upkeep.
• Purchases supplies for the office and coordinates office catering needs.
• Initiates and coordinates the hiring process of student workers.
• Gathers faculty yearly teaching plans to produce the department’s quarterly Schedule of Courses and maintains the department’s course information in CIM to produce the Schedule of Courses and Graduate Announcements and College Catalog.
• Maintains/updates the department’s website, including posting events and news items.
• Prepares written, graphical, audio, and visual material to support the communications to press and government agencies.
• Assists in the design and planning of communications strategies.
• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services.
• Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts.
• Preparing and monitoring the budget for a unit.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees