Administrative Coordinator - Illinois: Chicago

Department · PSD Data Science: Administration Support · About the Department · The Data Science Institute (DSI) at the University of Chicago was established to support the development of emerging efforts in data science across the University. The staff in the Data Science Institu ...

Job description

Department

PSD Data Science: Administration Support

About the Department

The Data Science Institute (DSI) at the University of Chicago was established to support the development of emerging efforts in data science across the University. The staff in the Data Science Institute support the University's community of scholars, their shared ideals, and the core values that make the University a singular intellectual destination. Together with the University's deans and department chairs, the Data Science Institute provides the opportunities, infrastructure, and resources that encourage our faculty and other scholars to pursue their finest work. We are part of the Physical Sciences Division which includes departments and several interdisciplinary research institutes and centers.

Job Summary

Reporting to the Building and Operations Manager, performs complex and diverse administrative duties in support of the day-to-day operations of the Data Science Institute (DSI).

Responsibilities

• Performs high-level administrative duties in support of office functions.
• Provides event and administrative support, which includes but is not limited to, booking conference rooms and assembling necessary paperwork; processing reimbursements, coordinating travel, and other general administrative support responsibilities.
• Monitors and orders office supplies. Oversees and maintains the physical office space, ordering equipment, basic repairs and upgrades.
• Coordinates internal resources for event and meeting facilitation; room set-ups, audio /visual equipment, and external rental equipment.
• Assists in other personnel matters, including faculty and staff recruitment and onboarding processes.
• Maintains visitor sign in log, locker log, and student storage log and archives.
• Provides customer service to all users and visitors of DSI office locations.
• Stays informed of activities relating to programs and initiatives occurring across the DSI portfolio and locations.
• Completes ad hoc room bookings at reception desk and via DSI bookings email for authorized individuals through Skedda system.
• Manages accounts and receives, processes, and tracks bills and expense reimbursements on behalf of DSI.
• Works with faculty, staff, procurement specialists, and other administrators to fulfill all routine aspects of the procurement process, including purchasing and internal requisitions.
• Manages special projects or functions related to the business of the organizational unit.
• Adapts workflows to accommodate needs, priorities, and faculty and leadership expectations.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the unit's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• 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. Maintains the leader's calendar.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• High School diploma.

Technical Skills or Knowledge:

• University of Chicago experience with the GEMS system.
• High level of fluency in word processing, presentation, and spreadsheet software (e.g. Google Suite, MS Office, including Word, Excel, PowerPoint and Outlook).
• Computer knowledge sufficient to use many diverse administrative computer applications.
• Knowledge of word processing, graphics, data management and spreadsheet software.

Preferred Competencies

• High level of attention to detail.
• Excellent problem-solving skills.
• Strong written and presentation skills.
• Considerable skill in working both independently and as a team member.
• Take initiative and organize and complete projects with minimal supervision.
• Experience at negotiating in order to accomplish goals; ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive and confidential situations.
• Work independently in an organized manner prioritizing the work of multiple projects.
• Manage a large volume of work often restricted by deadlines.
• Excellent interpersonal and customer service skills.
• Handle sensitive and confidential situations and information with absolute discretion.

Application Documents

• Resume/CV (required)
• Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$ $34.36

The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

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.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:  Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.