Department Assistant, CSEi

University of Chicago • Hyde Park, VT

53d • $28 - $32 • Hybrid

About The Position

The Climate Systems Engineering initiative (CSEi) is a new university-wide research effort seeded in the Physical Sciences Division (PSD) and part of a larger climate and energy focus at the University of Chicago, anchored in the Institute for Climate and Sustainable Growth (the Institute). CSEi addresses the science, engineering, and policy of new technologies to reduce or reverse the harms from accumulated greenhouse gasses, including open-systems carbon removal, solar geoengineering, and local interventions to slow the melting of glaciers. The initiative spans engineering, physical and biological sciences, social sciences, humanistic approaches, to behavioral science, law, policy and ethics, bringing together a collaborative group of faculty and researchers and leveraging the global network and partnerships of the University.
Reporting to the Associate Director of Administration, the Department Assistant supports CSEi operations by providing a broad range of administrative services for faculty, staff, research fellows, postdocs, and visitors in a fast-paced and dynamic environment. The Department Assistant is key to the day-to-day administrative functions of the Initiative, including faculty support. This role requires strong attention to detail, effective communication, strong teamwork, and the ability to pivot and manage multiple priorities with moderate supervision. This position calls for sound judgment, discretion, and professionalism in handling sensitive information. The ideal candidate will have a desire for professional growth in higher education administration, and will possess a positive, collaborative, can-do attitude, and a high level of commitment to service and the mission of CSEi.

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 2-5 years of work experience in a related job discipline.

Nice To Haves

• Bachelor’s degree in a related field.
• 2-3 years of administrative experience in higher education, climate, environment, engineering, science, technology, or public policy.
• Proficient in Microsoft Windows Suite, including Microsoft Outlook, Word, Excel and PowerPoint.
• Technologically adept, advanced spreadsheet skills and fluency in One Drive, Box and Google Suites.
• Strong financial management skills in tracking and reconciling transactions.
• Knowledge and experience with administrative tools and procedures (Oracle, Workday, Interfolio, Concur).
• Excellent written, verbal, and visual communication skills.
• Strong organizational skills as evidenced by the ability to multi-task, prioritize, and track simultaneous projects.
• Meticulous attention to detail.
• Strong time management skills to work productively despite competing priorities, complex problems, and tight deadlines.
• Take initiative and organize and complete projects with minimal supervision.
• Manage sensitive and confidential situations and information with absolute discretion.
• Deliver exceptional customer service, demonstrating professionalism discretion, responsiveness, and efficiency.

Responsibilities

• Supports the Associate Director of Administration and liaises with the finance and operations staff at the Institute for a range of financial transactions.
• Gathers and organizes documents for accounts payable, visitor reimbursements, supplier payments, credit card/GEMS card reconciliations, and invoice tracking, ensuring compliance with University policies and procedures.
• Orders office and research supplies, maintains vendor relationships, creates purchase orders, and tracks deliveries for accuracy and timeliness.
• Coordinates with the Associate Director of Administration to develop tracking processes and maintain accurate records of programmatic and operational expenses; ensuring expenditures adhere to budgetary guidelines.
• Assists faculty, academic appointees, and staff with travel arrangements, event logistics, and submits reimbursements for processing.
• Tracks internal faculty awards processes and provides administrative support to faculty and researchers in preparation of documentation and coordinates with financial administrators in the Institute as well as finance administrators in faculty units in facilitating timely submissions.
• Develops working knowledge of faculty awards and stipend programs, develops processes for logistical and administrative support.
• Works with research fellows, students and staff students to prepare submissions for reimbursement.
• Supports operational projects and CSEi internal events, maintains events calendar and supports tasks such as scheduling, room reservations, catering, IT setup and takedown, and onsite logistics.
• Assists with organizing guest visits, including arranging travel, scheduling faculty meetings, preparing itineraries, and processing reimbursements.
• Submits and monitors IT and Facilities help desk tickets, ensuring prompt issue resolution.
• Acts as a liaison between CSEi and Institute functional offices (Finance, HR/Academic Affairs, IT, and Facilities), facilitating coordinated administrative support and issue management.
• Drafts internal and external communications, and maintains administrative resources such as calendars and contact lists.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Coordinates special projects as directed by the leader.
• Prepares write ups for recommendations for operational and administrative problems.
• Prepares financial and/or administrative reports.
• 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