Operation & Administrative Associate

University of Chicago•Hyde Park, VT

1d•Hybrid

About The Position

The job provides specialized business support for routine office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services. This position sits at the heart of DIL’s day-to-day operations, serving as a key support to the organizations’ array of team members and collaborating partners. This position has an exciting variety of responsibilities from coordinating events to preparing visa and academic appointment documentation, managing organizational systems and inventory, and ensuring the office is run smoothly and professionally. A successful candidate will be adept at working with a variety of internal and external stakeholders. This is an ideal position for a proactive individual who enjoys working on a mix of recurring and new projects in a collegial, innovative environment.

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.
Demonstrated skill and knowledge of or ability to quickly learn the internal workings of the University.
Proficient in Microsoft Windows Suite, including Microsoft Outlook, Word, Excel and PowerPoint.
Consistent in-person availability.

Nice To Haves

Bachelor’s degree in a related field.
Demonstrated ability to take initiative and work independently, while remaining in close coordination with other members of the team; comfort working within a certain level of ambiguity.
Proactive communication and organizational skills, with proven ability to juggle competing priorities with diplomacy, tact, and goodwill.
Demonstrated ability to work in a fast-paced environment with firm deadlines.
Familiarity with organizing and managing events.
Curiosity and experience using AI to improve daily processes.
Prior experience with coding languages (for example, R or Claude Code).
Previous experience with Asana, Slack, Google Suite, and a general willingness to utilize new tech solutions.

Responsibilities

Draft departmental visa applications and academic appointments requests; coordinate closely with relevant staff to ensure complete and accurate submissions.
Independently support key aspects of staff on- and off-boarding processes.
Create and maintain organized departmental files and record-keeping, including detailed templates and instructional procedures.
Help identify areas for improvement.
Oversee the recruitment life cycle for DIL student workers, working closely with DIL staff and Social Sciences Division (SSD) HR to ensure timely and accurate hiring.
Maintain accurate records, and process extensions as needed.
Stay up to date on University policies and procedures related to student workers, and help relay that information to DIL team members.
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.
Oversee all aspects of DIL's public and private events, from pre-event coordination to day-of-logistics, including managing catering orders. Events include recurring seminars, team gatherings, and special events.
Manage guest pre-event logistics including travel arrangements and serving as their departmental point of contact.
Proactively communicate with guests to ensure smooth visits.
Execute day-to-day event logistics, and other moderately complex assignments with some guidance from others.
Coordinates and proactively manages website updates, and DIL systems access for staff and guests.
Prepare communication materials; coordinate with relevant departments to ensure adherence to University branding guidelines.
Manage departmental listservs and inboxes, support with departmental communications, and respond to routine inquiries.
Support special projects as assigned.
Manage DIL facilities and day-to-day operations including building access, technology, space assignments, and other routine and emergent requests.
Maintain comprehensive inventory for the department.
Oversee procurement and up-to-date tracking of office supplies and technology (including laptops, and other equipment).
Coordinate with vendors and key University departments (Facilities, Social Sciences Computing Services (SSCS), and Export Control), to ensure smooth operations.
Coordinates special projects as assigned.
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.
May initiate correspondence and other written materials under own signature or for signature of the leader.
Triages emails and telephone calls for action.
Resolves a combination of some routine and complex inquiries.
Performs other related work as needed.