Operations Specialist - University of Chicago : Job Details

Operations Specialist

Reporting to the Institute Manager, this position manages the daily operations of the Institute, including events management, purchasing and reimbursements, and a wide range of general administrative tasks for faculty, staff, postdoctoral fellows, and PhD students. The Operations Specialist is responsible for delivering exceptional customer service and administrative support to the designated Institute. The Operational Specialist demonstrates professionalism, strong customer service skills, and a commitment to the mission, vision, and values of the Pritzker School of Molecular Engineering. This role requires independent judgment, discretion, and the ability to provide high-level confidential administrative support to senior faculty and leadership while navigating complex workflows and time-sensitive tasks. This position requires regular onsite presence for a minimum of 3 days a week. Business hours are considered from 7am-7pm. Evening and weekend work may be required on occasion for events or other work-related activities.

Responsibilities

• Manages and executes administrative support for the Institute, including but not limited to calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts.
• Reviews, processes, and tracks financial transactions such as GEMS expense reports, reimbursements for visitors/graduate students/postdocs, and pays departmental invoices to vendors using GEMS card, Oracle, etc.
• Provides high-level events management for Institute colloquia, special seminars, and other events as needed by senior staff and faculty. This includes assistance with travel arrangements for speakers, coordinating the agenda for the visit, chaperoning the visitor, planning receptions, processing related reimbursements through gems, advertising and distributing related announcements to ensure a well-attended event.
• Schedules for multiple leaders, prepares leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.
• Coordinates and executes logistical aspects for scheduling meetings, off-site events, and team initiatives, training, development, recognition, and other organizational goals. Follows-up on pending items without guidance.
• Resolves routine and complex inquiries. Refers inquiries to the appropriate person and follows-up to ensure complete and timely responses. Exercises professional judgment to interpret and communicate office policies and procedures.
• Prioritizes and determines the appropriate course of action, referral, or response, exercising judgment to reflect UChicago/PME policy and procedures.
• Updates and maintains faculty members' CVs (publication/bio-sketch, and other information) on a quarterly basis, as federal and non-federal granting agencies require, in coordination with URA/SPS.
• Tracks and helps drive completion of key deliverables and follows-up on outstanding items.
• Manages and organizes ad hoc projects to support processes and workflows.
• Prepares 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, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. 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: Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications: ---

Preferred Qualifications

Education: Bachelor's degree.

Experience: 3+ years of progressively responsible business and administrative experience. Prior experience as an executive assistant or program manager in an academic environment or healthcare executive setting is a plus. Working within an academic or complex administrative environment. Familiarity with the higher education environment is a plus.

Technical Skills or Knowledge: Prepares presentation decks for executive and academic leadership. Proficient with Project Management methodologies. Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.

Preferred Competencies

• Handle highly confidential and sensitive materials and situations.
• Interact comfortably with senior executives, faculty, and staff.
• Develop collaborative relationships within PME and throughout the University community.
• Represent the mission, values, and strategic plan of the organization and leaders through work products, efforts, and communication.
• Work independently and follow up with tasks as needed.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• Professional References Contact Information (3) (required)

When applying, the documents 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

Scheduled Weekly Hours

37.5

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$60,000.00 - $70,000.00

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