Department Business Coordinator

University of Chicago • Chicago, IL

10d • $22 - $29 • Onsite

About The Position

This position provides 100% on-site administrative support for the Department of Public Health Sciences Chair, leadership, students and faculty. Under general direction performs complex administrative duties in support of the day-to-day operations, renovation projects, educational programs, recruitment and events. Assists with purchasing, reimbursements, calendar maintenance, and conference and meeting planning. Handles general facility and equipment maintenance and conference room management. Assists with management of the processes related to education, research, faculty and staff recruitment, compliance and onboarding. Assists with department communications and website maintenance. Investigates and resolves issues of varying complexity.

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

• Customer service.
• A minimum of two years clerical/administrative experience.
• Proficiency with Microsoft Office.
• Proficiency with Outlook.
• High level of initiative with a track record of independent problem solving and ability to prioritize.
• Multitask and work independently as well as a member of the team.
• Anticipate leaders, students and faculty members needs and act accordingly.
• Identify and prioritize responsibilities effectively.
• Recognize and solve or refer problems.
• Manage interpersonal relationships.
• Communicate with clarity, tact, and courtesy both orally and in writing.
• Demonstrate courtesy and professionalism in interactions, appearance, attitude and communications.
• Learn position related software applications.

Responsibilities

• Maintains calendars, schedules appointments/meetings, for department leadership, chair, faculty and visitors.
• Schedules and organizes special events including, department gatherings, education-related events, weekly seminar series and recruitment talks. Advertises, prepares travel itineraries and distribute schedules.
• Assist with Zoom scheduling, audio visual and recording set up for conferences and meetings.
• Makes travel arrangements faculty staff, students and visitors.
• Acts as main contact and on-site host for department visitors and recruitment candidates.
• Schedules, prepares and oversees maintenance and cleanliness of conference rooms, kitchens and office areas. Handles general facility and equipment maintenance. Orders supplies for conference rooms, food service area and office supplies. Assists with coordination of renovation projects.
• Resolves many office problems independently and facilitates solutions, conferring with supervisor, environmental services and Plant department to resolve the most complex issues. Assists in preparing offices for new staff, students or faculty by cleaning and stocking with supplies.
• Inventories stock, initiates purchasing, reimbursements and travel. Receives, processes, tracks orders and invoices, and expense reimbursements.
• Deliver and pick up mail and packages in the medical center and on campus.
• Greets visitors, composes and edits correspondence and other documents.
• Coordinate unit compliance with university and/or regulatory requirements.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• 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
• Number of Employees: 5,001-10,000 employees