Business Coordinator at The University of Chicago in Chicago, Illinois

Job Description:

Department



PSD Statistics: Administration and Staff



About the Department



The Department of Statistics of the University was established in 1949 to conduct research into advanced statistics and probability, to work with others in the application of statistics to investigations in the natural and social sciences, and to teach probability and statistical theory and practice on the undergraduate and graduate levels.



Job Summary



The Department of Statistics seeks to fill the position of Business Coordinator, responsible for managing department-wide administrative tasks, with a significant emphasis on department-sponsored visitors and preparation of confidential correspondence.


Under the direction of the Department Administrator, this position assists the Department Administrator, Department Chair and administrative staff with projects and operational duties. This position also assists faculty, postdocs, students, research staff, and visitors with research-related activities, which include expense reimbursements, purchasing assistance, and travel. Acts as an administrative liaison in department-provided services.



Responsibilities

• Provides comprehensive support for all of the administrative functions of the department including purchasing, travel, scheduling, event planning and communications.
  
  


• Assists department staff with office operations including event planning, greeting visitors and departmental courier collection and distribution.
  
  


• Provides support to faculty, postdocs, research staff, students, and visitors with research-related activities, such as expense reimbursements, purchasing assistance, and travel.
  
  


• Serves as the primary person who updates the departmental website and maintains listservs and other communication vehicles.
  
  


• Oversees office purchases including purchasing office, kitchen, and coffee machine supplies.
  
  


• Works with the Seminar Chair to run all aspects of weekly seminar series which includes assistance with travel arrangements for speakers, coordinating the agenda for the visit, chaperoning the visitor, planning receptions, processing related reimbursements through gems, advertising and distributing related announcements to ensure a well-attended event.
  
  


• Coordinates logistical aspects of the annual Bahadur Lecture Series and dinner event.
  
  


• Assists student affairs staff with student events including Orientation Week activities.
  
  


• Prepares and handles general and confidential correspondence for faculty, especially student-requested letters of reference and other communications and messages for the general faculty.
  
  


• Works with the Chair, requesting confidential letters of recommendation for promotion cases and new tenure hires and tracking responses.
  
  


• Serves as assistant and backup to department administrator during absences and with preparation of reports, processing of reimbursement and procurement requests, handling and recording general financial transactions.
  
  


• Serves as the executive assistant to the Chair, providing support for scheduling, travel reimbursement and other administrative tasks.
  
  


• Supports the staff hiring process and academic appointments processes, assisting the Department Administrator with preparing materials for appointment and promotion cases.
  
  


• Initiates and manages service requests for the department.
  
  


• Checks spaces daily to ensure cleanliness and order and updates bulletin boards.
  
  


• Manages the department office machines and their maintenance.
  
  


• 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.
  
  

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).

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Work Experience:

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

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Certifications:




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Preferred Qualifications




Education:

• High school diploma or GED.
  
  


• 4 years of pertinent experience; or undergraduate degree.
  
  

Experience:

• Experience in an administrative position.
  
  


• Experience in an academic or nonprofit educational environment.
  
  


• Computer literacy in a PC environment with demonstrable facility and high accuracy in standard Microsoft Office Suite programs and PDF management.
  
  


• Ability to maintain basic accounts (budget, collection, expenditure reporting).
  
  


• Facility with standard business writing and producing copy for public dissemination.
  
  


• Good judgment in handling and delivery of confidential and/or timely materials and communications.
  
  


• Background in technical support and coordination for large groups and/or communications highly.
  
  


• Familiarity with University administrative systems, particularly pertaining to procurement services and payments or reimbursements, highly.
  
  


• Interest in coordinating public events and daily interactions that are strongly people oriented.
  
  

Technical and Knowledge Skills:

• Active listening skills.
  
  


• Critical thinking skills.
  
  


• Decision making skills.
  
  


• Editing and proofreading skills.
  
  


• Independent motivation.
  
  


• Interpersonal skills.
  
  


• Math skills.
  
  


• Organizational and planning skills.
  
  


• Problem solving skills.
  
  


• Time management skills.
  
  

Preferred Competencies

• Familiarity with central administration within a complex research university environment.
  
  


• Excellent problem-solving skills.
  
  


• Excellent oral and written communication skills.
  
  


• Excellent interpersonal and customer service skills.
  
  


• Ability to handle public with courtesy, clarity, and diplomacy.
  
  


• Ability to handle sensitive and confidential situations and information with absolute discretion.
  
  


• Ability to maintain calm and courteous demeanor and to work productively despite workload, competing priorities, complex problems, and tight deadlines.
  
  


• Ability to use appropriate resources to resolve an issue.
  
  


• Considerable skill in working both independently and as a team member.
  
  


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


• Able to use or learn a range of position-related software application.
  
  

Working Conditions

• Ability to carry or lifts loads of up to 25 lbs.
  
  


• Ability to walk around campus.
  
  


• Ability to sit and use computers for 4 hours or more.
  
  


• Ability to use standard office equipment.
  
  


• Ability to use standard workstation equipment.
  
  


• Infrequent evening or weekend work.
  
  

Application Documents

• Resume (required)
  
  


• Cover Letter (required)
  
  


• References (required)
  
  

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



Non-Exempt



Pay Frequency



Biweekly



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