Academic Administrative Assistant at The University of Chicago in Chicago, Illinois

Job Description:

Department



PSD Geophysical Sciences: Administration and Staff



About the Department



The University of Chicago Center for the Origins of Life supports multidisciplinary research focused on understanding how life developed on Earth and the potential for life elsewhere.
The diversity of life on Earth is profound, but evidence implies it may have arisen from non-living matter only once in our deep history. What conditions and circumstances led it to begin on Earth? From what properties and pathways of chemistry can life arise naturally? And do other planets have these same chemicals and conditions, serving host to life throughout the universe?
Life's origins can now be explored by modern science, with interdisciplinary studies that connect the formation of planets, the evolution of early Earth, the complex chemistry and delivery of the fundamental organic molecules that serve as the building blocks of early life, and how they can establish complex, self-replicating systems of cells and genetic material. This new initiative housed within the Physical Sciences Division aims to bring together scientists from a broad range of disciplines through support for events, speakers and research that brings new innovative approaches to explore these questions.



Job Summary



The job performs routine assignments related to academic, research, clinical or administrative programs.



Responsibilities

• Provides comprehensive support for all of the administrative functions of the Chicago Center for the Origins of Life includingpurchasing, travel, scheduling, event planning and communications.
  
  


• Coordinates Center activities including seminars, event planning and staffing, Center communication, and assisting with special projects.
  
  


• Organizes events, such as seminars and faculty visits, including arranging travel, communicating with the visitors, serving as the first point of contact, and preparing communication materials for the event.
  
  


• Maintains Center website, updating it with news and events when needed.
  
  


• Processes Center payments and reimbursements.
  
  


• Prepares special reports and summaries, assists in managing daily operation of the Center, and may assist in developing administrative goals and policies.
  
  


• Represents the Center and the University in internal and external verbal, written, and in-person correspondence. Develops and implements communication strategies with an international audience of researchers and collaborators.
  
  


• Serves as the 'front line' for requests for information from all members of the Center.
  
  


• Assists the Director in managing spending and oversees purchasing and reimbursements, working closely with the assigned Financial Administrator to monitor Center budget.
  
  


• Responsible for purchasing necessary goods and services, following University policies and procedures, and working closely with the financial administrator to ensure appropriate account allocation.
  
  


• Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
  
  


• Interacts with faculty, researchers and staff for committee work or information.
  
  


• Performs other related work as needed.
  
  

Minimum Qualifications




Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through ---
Certifications:




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Preferred Qualifications




Experience:

• Progressively responsible administrative experience.
  
  


• Experience working in a university or similar organization.
  
  


• Event planning experience.
  
  


• Proficiency with expense reimbursement systems.
  
  

Technical Knowledge or Skills:

• Excellent verbal and written communication skills.
  
  


• Ability to multi-task and track multiple simultaneous projects.
  
  


• Ability to work productively despite competing priorities, complex problems, and tight deadlines.
  
  


• Ability to take initiative and organize and complete projects with minimal supervision.
  
  


• Ability to use appropriate resources to resolve an issue.
  
  


• Knowledge of visa-related processes/communications/liaisons for international recruits.
  
  

Application Documents

• Resume (required)
  
  


• Cover Letter (required)
  
  


• References (preferred)
  
  

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



Job Family



Administration & Management



Role Impact



Individual Contributor



FLSA Status



Exempt



Pay Frequency



Monthly



Scheduled
Weekly Hours



37.5



Benefits Eligible



Yes



Drug Test Required



No



Health Screen Required



No



Motor Vehicle Record Inquiry Required



No



Posting Statement



The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.


Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.


We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.


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:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637. Apply Now