What are the responsibilities and job description for the Department Business Coordinator position at University of Chicago?
Department
BSD PHS - Operations
About The Department
Public Health Sciences (PHS) is the home for the core quantitative research fields in public health: biostatistics, epidemiology and health services research. Our faculty both lead research projects in these fields and participate in interdisciplinary teams with faculty in other departments to address complex problems in health and healthcare, in our communities and around the globe. Our mission is to improve the health of human populations and reduce differences in health by expanding knowledge of factors that affect health, by advancing differences in health methods for carrying out such research, and by training the next generation of innovative public health scholars and professionals.
Job Summary
This position provides on-site administrative support for the Department of Public Health Sciences leadership, students and faculty. Under general direction performs complex administrative duties in support of the day-to-day operations, renovation projects, educational programs, recruitment and events. Assists with purchasing, reimbursements, calendar maintenance, and conference and meeting planning. Handles general facility and equipment maintenance and conference room management. Assists with management of the processes related to education, research, faculty and staff recruitment, compliance and onboarding. Assists with department communications and website maintenance. Investigates and resolves issues of varying complexity.
Responsibilities
Minimum Qualifications
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Certifications
Preferred Qualifications
Experience
Job Family
Administration & Management
Role Impact
Individual Contributor
Scheduled Weekly Hours
40
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Hourly
FLSA Status
Non-Exempt
Pay Range
$21.63 - $28.85
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
Yes
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.
BSD PHS - Operations
About The Department
Public Health Sciences (PHS) is the home for the core quantitative research fields in public health: biostatistics, epidemiology and health services research. Our faculty both lead research projects in these fields and participate in interdisciplinary teams with faculty in other departments to address complex problems in health and healthcare, in our communities and around the globe. Our mission is to improve the health of human populations and reduce differences in health by expanding knowledge of factors that affect health, by advancing differences in health methods for carrying out such research, and by training the next generation of innovative public health scholars and professionals.
Job Summary
This position provides on-site administrative support for the Department of Public Health Sciences leadership, students and faculty. Under general direction performs complex administrative duties in support of the day-to-day operations, renovation projects, educational programs, recruitment and events. Assists with purchasing, reimbursements, calendar maintenance, and conference and meeting planning. Handles general facility and equipment maintenance and conference room management. Assists with management of the processes related to education, research, faculty and staff recruitment, compliance and onboarding. Assists with department communications and website maintenance. Investigates and resolves issues of varying complexity.
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
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Certifications
Preferred Qualifications
Experience
- Customer service.
- Office environment.
- Proficiency in the use of Microsoft Office.
- 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.
- Work is 100% in office at Hyde Park campus.
- Resume (required)
- Cover letter (required)
Job Family
Administration & Management
Role Impact
Individual Contributor
Scheduled Weekly Hours
40
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Hourly
FLSA Status
Non-Exempt
Pay Range
$21.63 - $28.85
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
Yes
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
