What are the responsibilities and job description for the Department Business Coordinator position at The University of Chicago?
Department
BSD PHS - OperationsAbout the Department
Job Summary
Responsibilities
- Maintains calendars, schedules appointments/meetings, for department leadership, chair, faculty and visitors.
- Schedules and organizes special events including, department gatherings, education-related events, weekly seminar series and recruitment talks. Advertises, prepares travel itineraries and distribute schedules. Assist with Zoom scheduling, audio visual and recording set up for conferences and meetings.
- Makes travel arrangements faculty staff, students and visitors. Acts as main contact and on-site host for department visitors and recruitment candidates.
- Schedules, prepares and oversees maintenance and cleanliness of conference rooms, kitchens and office areas. Handles general facility and equipment maintenance. Orders supplies for conference rooms, food service area and office supplies. Assists with coordination of renovation projects.
- Resolves many office problems independently and facilitates solutions, conferring with supervisor, environmental services and Plant department to resolve the most complex issues. Assists in preparing offices for new staff, students or faculty by cleaning and stocking with supplies.
- Inventories stock, initiates purchasing, reimbursements and travel. Receives, processes, tracks orders and invoices, and expense reimbursements. Deliver and pick up mail and packages in the medical center and on campus.
- Greets visitors, composes and edits correspondence and other documents. Coordinate unit compliance with university and/or regulatory requirements.
- 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.
- Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
- 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).Work Experience:
Certifications:
-
Preferred Qualifications
Experience:
- Customer service.
- Office environment.
Technical Skills or Knowledge:
- Proficiency in the use of Microsoft Office.
Preferred Competencies
- High level of initiative with a track record of independent problem solving and ability to prioritize.
- Multitask and work independently as well as a member of the team.
- Anticipate leaders, students and faculty members needs and act accordingly.
- Identify and prioritize responsibilities effectively.
- Recognize and solve or refer problems.
- Manage interpersonal relationships.
- Communicate with clarity, tact, and courtesy both orally and in writing.
- Demonstrate courtesy and professionalism in interactions, appearance, attitude and communications.
- Learn position related software applications.
Working Conditions
- Work is 100% in office at Hyde Park campus.
Application Documents
- Resume (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
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the
Benefits Guidebook
.
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.
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.
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.Salary : $22 - $29
