University of Chicago is hiring: Administrative Assistant in Chicago
University of Chicago, Chicago, IL, United States
Department
BSD HGD - Administration
About the Department
The Department of Human Genetics is the home within the Division of Biological Sciences for the study of basic principles of genetics and genomics as applied to human evolution, health, and disease. We provide broad training in field work, experimental genetics and genomics, statistical and population genetics, bioinformatics, and clinical molecular genetics. Our faculty bridge between basic and clinical research, and perform studies in people as well as in animal and cell models, and train students for careers in academia, industry, and medicine. The highly focused and integrated research in HG has resulted in extensive networks of collaboration among our faculty, as well as with faculty in other departments and divisions of the university.
Science, including genetics, plays a central role in many crucial issues of our time. We are committed to generating rigorous scientific knowledge, training future scientists, and preparing our students to be well-informed citizens in a democratic society. We have an unwavering commitment to diversity, inclusion, free expression, and open discourse. These values are at the core of our roles as scientists, as teachers, and as citizens of a free society.
Job Summary
This position provides administrative support within the Department of Human Genetics, which consists of faculty, administrative and research staff as well as students and visitors. This role will interact with and support multiple faculty members on a regular basis as well as members of their lab. This role will also assist other administrative staff with day-to-day operations, financial transactions, reporting, projects, events/meetings, and will interact with centralized offices throughout the University of Chicago. The ideal candidate will maintain a professional demeanor, work well under time sensitive deadlines, exhibit good communication skills, be well organized, utilize available resources, and be able to prioritize requests from multiple people.
Responsibilities
* Provides administrative support to multiple faculty members within the department.
* Processes reimbursements/payments for faculty, staff and students.
* Maintains calendars/conference room schedules.
* Coordinates meetings within the department, such as food orders, room set-up.
* Maintains department equipment inventory.
* Assists with the preparation of presentations, reports and correspondence.
* Coordinates travel arrangements and itineraries.
* Assists with organizing ad hoc and regular departmental events.
* Assists with seminar series speakers.
* Coordinates the visits of speakers and others to the department. Prepares itineraries, assists visitors with travel arrangements, processes travel reimbursements.
* May assist with maintenance of the department website and email distribution lists.
* Provides coverage for other administrative staff as needed.
* Checks and distributes mail, order office supplies as needed.
* Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
* 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
Experience:
* Previous administrative assistant experience with meeting planning/set up, reimbursement processing, maintaining calendars, travel arrangements and itineraries.
* Familiarity with central administration within a complex research university environment.
Technical Skills or Knowledge:
* Knowledge of Buysite and GEMS or similar reimbursement/payment systems.
* Proficiency with word processing applications, spreadsheets and databases.
* Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent).
Preferred Competencies
* Excellent verbal and written communication skills.
* Excellent interpersonal and customer service skills.
* Handle public contacts with courtesy, clarity, and diplomacy.
* Handle sensitive and confidential situations and information with absolute discretion.
* Maintain calm and courteous demeanor and work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
* Excellent problem-solving skills.
* Use appropriate resources to resolve an issue.
* Follow an issue through to resolution.
* Considerable skill in working both independently and as a team member.
* Take initiative and organize and complete projects with minimal supervision.
Working Conditions
* Office environment.
* In-person, office schedule. Not remote.
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
FLSA Status
Non-Exempt
Pay Frequency
Biweekly
Scheduled Weekly Hours
40
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.