Coordinate grant-, research- and group-related administrative activities such as meetings, conferences, visitors scheduling. Manage research and grant related purchasing, travel and reimbursements as well as process other accounting forms. Manage complex constraints and work with diverse faculty, administrative, and students across the University community to arrange meetings, and organize events that support external community engagement (i.e. government, academic, and industry partners). Support the organization of large-scale events (100's of attendees) involving the University and the surrounding research and industry community.
Provide clerical/administrative support for students and faculty.
Responds to emails in a timely and accurate manner.
Perform record keeping and file maintenance tasks such as gathering, printing, sorting and filing materials and data, both paper and digital.
Manage PI's and group travel and reimbursements.
Prepare e-Payments, GEMS reports and assemble papers relating to the reconciliation process.
Creates google documents and forms and prepare reports based on data received and other special projects as assigned.
Coordinate research and group-related administrative activities including both on-site and off-site meetings and conference.
Manage seminars including travel, accommodations, transportation, itinerary and catering for invited speakers; escort speakers while on campus and process travel reimbursement for invited guests.
Acts as liaison between visitors and the department.
Process requests for the department's conference room.
Arrange schedules for visitors (faculty, postdoc candidate, or visiting students).
Work with complex external constituencies outside the department and University to arrange events that advance our prestige and research reputation.
Work with faculty, staff, procurement specialists, and other administrators to fulfill all routine aspects of the procurement process, including purchasing and internal requisitions.
Support administrator with filing of department's ledgers.
Read and understand moderately complex documents required.
Attention to detail required.
Prioritize work according to urgency and to work under deadlines required.
Master new material and adapt to changes in workflow and requirements required.
Excellent writing and interpersonal skills required.
Strong problem-solving skills required.
Maintain confidentiality required.
Experience accommodating needs of foreign visitors is preferred.
Education, Experience and Certifications:
High School Diploma or equivalent required.
Bachelor's degree or a minimum of three years of progressively responsible administrative experience.
University of Chicago experience with the GEMS system preferred.
Working Conditions and Physical Requirements:
Primarily sedentary position.
Ability to keyboard.
Bend and stoop to reach files.
Perform light lifting.
Travel between University offices.
Hours are Monday through Friday 9-5.
â‹NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
Salary Range: $19.81-$29.00
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR07088
About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.