Administrative Assistant & Department Coordinator

Department
Provost Research Computing Center
About the Department
The University of Chicago Research Computing Center (RCC), a unit in the Office of Research, provides high-end research computing resources to researchers at the University of Chicago.
It is dedicated to enabling research by providing access to centrally managed High-Performance Computing (HPC), storage, and visualization resources.
These resources include hardware, software, high-level scientific and technical user support, and the education and training required to help researchers make full use of modern HPC technology and local and national supercomputing resources.
The Office of Research oversees the conduct of sponsored research, research program development, and contract management functions.
Job Summary
The job provides specialized business support for routine 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
* Perform the daily administrative operations of the RCC.
This includes but is not limited to ordering supplies for the entire department; manage department inventory; receive mail and deliveries; submit facilities requests for the RCC's 3 locations; manage equipment in shared spaces.
* Manage expense reconciliations in the GEMS system and submit out of pocket reimbursements for the team.
* Assist all RCC staff with faculty or group meeting scheduling, travel arrangements.
May assist with events.
* Serve as a point person for faculty for urgent matters during work hours.
* Schedule all RCC committee meetings.
Plan and organize all committee meeting logistics.
Coordinate with staff to ensure materials are submitted for review in advance.
May attend faculty and other committee meetings to take meeting minutes.
* Schedules diverse, complex appointments and meetings, and managing the calendar for a busy executive being attentive to faculty requests and meetings.
* Set up conference rooms in advance of key meetings, and ensure all equipment is operational.
Collaborate with other departments in the building regarding issues/needs for shared spaces.
* Prepare reports and summaries.
May assist with obtaining data, metrics, and/or information for reports.
* May assist with RCC programs.
Follow up with faculty and researchers who are interested in acquiring hardware and/or data storage through the flagship Cluster Partnership Program.
Process funds transfers related to those programs.
* Assist the team with managing and capturing metrics for the New Faculty Program.
* Assist with preparing HR related forms and documents.
May assist with hiring students and serve as a backup for approving student timesheets.
* Responsible for training staff on office procedures and compliance protocols.
* Greet and welcome all visitors.
* May be assigned or assist with special projects.
* 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).
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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:
* Bachelor's degree.
Experience:
* Experience supporting a senior level executive.
* Experience using the University's systems.
Technical Skills or Knowledge:
* Proficient with MS Office, specifically Excel and Outlook.
Preferred Competencies
* Excellent interpersonal, verbal, and written, skills.
* Ability to manage multiple projects concurrently in a client-service environment.
* Excellent project management skills and attention to detail.
* Strong analytical, problem solving, and organizational skills.
* Ability to work under pressure and tight timelines.
* High degree of professionalism.
* Proven ability to seek out, coordinate and appropriately disseminate information.
* Ability to handle confidential information with utmost discretion.
* Demonstrated administrative and coordination skills.
* Ability to work effectively with a diverse population of staff, partners, faculty, and constituents.
* Ability to work independently, and as part of a team.
* Ability to work well with faculty and researchers
Application Documents
* Resume (required)
* Cover Letter (preferred)
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
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.
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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.
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