Operations Coordinator at The University of Chicago in Chicago, Illinois

Job Description:

Department



BFI - Finance and Operations



About the Department



Inspired by our namesakes, Nobel Laureates Gary Becker and Milton Friedman, who believed that economic research could help improve the world, the Becker Friedman Institute for Economics aims to foster frontier research and apply those findings to achieve global impact. BFI brings together researchers from the Booth School of Business, the Kenneth C. Griffin Department of Economics, the Harris School of Public Policy, the Law School, and the entire University of Chicago Economics Community to leverage robust data, apply cutting-edge analytical tools, and uncover novel insights on the world's most difficult economic problems. BFI then bridges the divide between academic researchers and relevant policy makers by translating and packaging rigorous research into accessible formats and proactively sharing those findings with decision-makers and thought leaders in business, government and nonprofit institutions. In this way, BFI has the potential to play a significant role in meeting the most difficult challenges facing the global community.



Job Summary



The Becker Friedman Institute for Economics (BFI) is seeking an Operations Coordinator to perform a diverse set of critical administrative, operational, and strategic duties in support of the institute's day-to-day operations. The incumbent oversees all aspects of routine operations; manages access and use of the physical office space; orders IT equipment and other supplies as needed by BFI staff. While also assisting leadership with a range of responsibilities as well as those related to the BFI Predoctoral Research in Economics Program (PREP); and assists as needed and perform routine financial duties. Under general direction the Deputy Director and Executive Assistant, this person will ensure high-quality administrative support for staff, visitors and all constituents.


This position provides business support within established procedures regarding office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.



Responsibilities

• Provides daily professional support of a large and growing institution by supporting leadership, finance, human resources, and communications teams on a wide range of key functions that enable overall success, including oversight management and day-to-day purchase of supplies, goods and services; event and project support; IT and other equipment inventory tracking; and overall office management (IT, telecom, vendor engagement, etc.).


• Oversees and maintains the physical office space, ordering equipment repairs, upgrades, and office supplies.


• Ensures that all equipment, computers, monitors, tablets, etc. are functioning, inventoried, distributed and securely stored.


• Independently performs high-level administrative duties, resolves many office problems, and facilitates solutions, conferring with supervisor to resolve the most complex issues. Tracks access, use and availability of approximately 30 offices used by short-term visitors, fellows, researchers, and staff; manages building access in coordination with the Manager, Visitor Program.


• Manages all keys and short-term access cards, includes ordering new keys and cards, providing keys to new arrivals, and collecting them upon departure. Also serves as the main contact for office and building lockouts.


• Works with facilities on repairs and areas needing preventive maintenance.


• Oversees telephone services, email correspondence, and mail and package distribution. Assists on financial duties in coordination with the Deputy Director, Director Operations, Executive and Administrative Assistants.


• In cooperation with the Assistant Director of Human Resources, coordinates IT equipment, keys, IDs, and phones for new hires and assists with the general onboarding as needed.


• Works with Social Services Computing Systems (SSCS) and IT Services to update machines and add new employees into the system.Maintains printers/copy machines and tracks BFI equipment.


• Assists in managing daily operation of the office and may assist in developing administrative goals and policies. Prepares write ups for recommendations for operational and administrative problems. Prepares administrative reports.


• Provides coverage and support during events related to programming and orientation. Serves as a resource to office staff on office procedures and compliance protocols.


• Works with Finance team to process purchase orders and GEMS expense reports. Provides management with regular updates and ensures that spending limits are adhered to and are within budget.


• Assists the Program Director of Pre-doctoral Fellows Program with some routine and complex assignments for the unit usually in the areas of finance, event planning or support services.


• Point of contact for Chicago Economics Experience Museum.


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


• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.


• 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 2-5 years of work experience in a related job discipline.

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Certifications:




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Preferred Qualifications




Education:

• Bachelor's degree in business or related field.

Technical Skills or Knowledge:

• Knowledge of UChicago systems and GEMS.


• Proficiency in Microsoft Office, particularly with Word and Excel.


• Create Microsoft Excel reports to manage, update, and organize data.

Preferred Competencies

• Self-starter with a high level of attention to detail.


• Strong written, interpersonal, and verbal communication skills.


• Manage multiple projects simultaneously and meet tight deadlines.


• Excellent organizational skills and problem-solving skills.


• Follow an issue through to resolution.


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


• Take initiative, organize, and complete projects with minimal supervision.


• Interest in overall employee experience and positively impact that experience.

Application Documents

• Resume/CV (required)


• Cover Letter (required)


• Three Professional References Contact Information (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