Operations Specialist

University of Chicago • Austin, TX

5d • Hybrid

About The Position

The Operations Specialist is responsible for delivering exceptional customer service and administrative support to the designated institute. Reporting to the Institute Manager, this position manages the daily operations of the Institute, including events management, purchasing and reimbursements, and a wide range of general administrative tasks for faculty, staff, postdoctoral fellows, and PhD students. The Operational Specialist demonstrates professionalism, strong customer service skills, and a commitment to the mission, vision, and values of the Pritzker School of Molecular Engineering. This role requires independent judgment, discretion, and the ability to provide high-level confidential administrative support to senior faculty and leadership while navigating complex workflows and time-sensitive tasks. This position requires regular onsite presence for a minimum of 3 days a week. Business hours are considered from 7am-7pm. Evening and weekend work may be required on occasion for events or other work-related activities.

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

• Bachelor’s degree.
• 3+ years of progressively responsible business and administrative experience is preferred.
• Background working within an academic or complex administrative environment.
• Familiarity with the higher education environment is a plus.
• Background as an executive assistant or program manager in an academic environment or healthcare executive setting is a plus.
• Scheduling for multiple leaders, preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.
• Preparing presentation decks for executive and academic leadership.
• Reconciling budgets, tracking expenses, and providing timely updates on office expense management, including monthly and quarterly tracking reports.
• Proficient in project management methodologies.
• Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.
• Handle highly confidential and sensitive materials and situations.
• Interact comfortably with senior executives, faculty, and staff.
• Develop collaborative relationships within PME and throughout the University community.
• Represent the mission, values, and strategic plan of the organization and leaders through work products, efforts, and communication.
• Manage and organize ad hoc projects to support processes and workflows.
• Work independently and follow up with tasks assigned by the Institute Manager.
• Work independently and follow up with tasks as needed.

Responsibilities

• Manages and executes administrative support for the Institute, including but not limited to, calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts.
• Responsible for reviewing, processing, and tracking financial transactions such as GEMS expense reports, reimbursements for visitors/graduate students/postdocs, and paying departmental invoices to vendors using GEMS card, Oracle, etc.
• Provides high-level events management for Institute colloquia, special seminars, and other events as needed by senior staff and faculty. This includes assistance with travel arrangements for speakers, coordinating the agenda for the visit, chaperoning the visitor, planning receptions, processing related reimbursements through gems, and advertising and distributing related announcements to ensure a well-attended event.
• Coordinates and executes logistical aspects for scheduling meetings, off-site events, and team initiatives, training, development, recognition, and other organizational goals.
• Follows up on pending items without guidance.
• Resolves routine and complex inquiries. Refers inquiries to the appropriate person and follows up to ensure complete and timely responses.
• Exercises professional judgment to interpret and communicate office policies and procedures.
• Prioritizes and determines the appropriate course of action, referral, or response, exercising judgment to reflect UChicago/PME policy and procedures.
• Updates and maintains faculty members’ CVs (publication/bio-sketch, and other Information) on a quarterly basis, as federal and non-federal granting agencies require, in coordination with URA/SPS.
• Tracks and helps drive completion of key deliverables and follows up on outstanding items.
• Prepares write up recommendations for operational and administrative problems and prepares financial and 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.
• 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.
• Performs other related work as needed.

Benefits

• health
• retirement
• paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed