Office Manager and Program Assistant

University of Chicago•Chicago, IL

4d•Hybrid

About The Position

The University of Chicago Crime Lab and Education Lab is seeking an experienced and highly organized administrative professional to serve as our Office Manager and Program Assistant to our Community Safety Leadership Academies. This role will manage the day-to-day operations of a hybrid office while supporting logistics and planning for programs and events. This position requires on-site presence in our office and various program sites.

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 7+ years of work experience in a related job discipline.

Nice To Haves

Strong oral and written communication skills.
Ability to professionally interact with researchers, funders, and other key external stakeholders.
Ability to work independently, solve problems, and manage multiple, concurrent tasks.
Ability to exercise considerable discretion and judgment.
Excellent organization skills and attention to detail.
Demonstrated time management and project management skills with a success in roles requiring execution of multiple tasks while responding to multiple priorities with little supervision.
Excellent computer skills including advanced Microsoft Office Suite (latest available version); advanced skills in PowerPoint and Adobe Acrobat; experience with both PC and MAC; proofreading, editing and advanced writing and grammar skills.
Ability to work a hybrid remote/in-office schedule with occasional evening/weekend hours and travel.

Responsibilities

Provides excellent service as the front desk manager for the office by coordinating visitors, greeting and assisting guests, and answering main phone line.
Independently manages issues and questions that arise for employees and guests in day-to-day operations.
Creates and implements process improvements for general office management, including the development of operational references and/or manuals.
Maintains an accounting of all office supplies and proactively places orders for new supplies as needed.
Maintains numerous office machines, services, and spaces; receives and distributes mail.
Serves as the main point of contact for building management and maintenance teams, key vendors, deliveries, and University offices.
Assists with financial duties, such as processing reimbursements, expense reconciliation, paying invoices, and depositing checks.
Provides significant and hands-on logistical support to the CSLA program teams by implementing plans for meetings, events, and other offsite activities. This includes but is not limited to: coordinating with venues to research, evaluate, and secure appropriate event space, confirming logistics, and serving as primary point of contact for venue staff before and during events.
Provides logistical support to CSLA participants through travel and accommodation arrangements, scheduling, and processing stipends.
Serves as a point of contact for participants during their time in the program.
Proactively identifies potential problems and exhibits good judgement in identifying and implementing decisions.
Coordinates special projects as directed by the leader.
Prepares write ups for recommendations for operational and administrative problems.
May manage a portion of the leader's budget, monitoring and reconciling accounts.
Prepares financial and/or administrative reports.
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
Performs other related work as needed.