Administrative Assistant - University of Chicago : Job Details

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 job 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

* Provide administrative support to multiple faculty members within the department.

* Process reimbursements/payments for faculty, staff and students.

* Maintain calendars / conference room schedules.

* Coordinate meetings within the department - food orders, room set up.

* Assist with the preparation of presentations, reports and correspondence.

* Coordinate travel arrangements and itineraries.

* Assist with organizing ad hoc and regular departmental events.

* Assist with seminar series speakers.

* Coordinate the visits of speakers and others to the department: Prepare itineraries, assist visitors with travel arrangements, process travel reimbursements.

* May assist with maintenance of the department website and email distribution lists.

* Provide coverage for other administrative staff as needed.

* Check and distribute 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 - meeting planning/set up, reimbursement processing, maintaining calendars, travel arrangements and itineraries.

* Knowledge of Buysite and GEMS or similar reimbursement/payment systems.

* Familiarity with central administration within a complex research university environment.

Preferred Competencies

* Excellent verbal and written communication skills.

* Excellent interpersonal and customer service skills.

* Ability to handle public contacts with courtesy, clarity, and diplomacy.

* Ability to handle sensitive and confidential situations and information with absolute discretion.

* Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

* Excellent problem-solving skills.

* Ability to use appropriate resources to resolve an issue.

* Ability to follow an issue through to resolution.

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

* Ability to take initiative and organize and complete projects with minimal supervision required. Proficiency with word processing applications, spreadsheets and databases.

* Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent).

Working Conditions

* Office environment.

* In Person (not remote).

Application Documents

* CV/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

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-###-#### 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: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.