Senior Administrative Coordinator

2 weeks ago

New Hyde Park, New York, United States The University of Chicago Full time
Department

SING Polsky Operations Administration

About the Department

The Polsky Center harnesses the potential of innovations from the laboratory, classroom, and community, facilitating their transition to the marketplace. It serves as the University of Chicago's technology transfer hub, overseeing all intellectual property developed from faculty research that can be licensed to industry stakeholders and investors. Additionally, the Polsky Center promotes commercialization of discoveries, collaborates with businesses, and attracts venture capital.

The Polsky Center operates a highly regarded business accelerator, the Edward L. Kaplan, '71, New Venture Challenge; manages a 34,000 square-foot, multidisciplinary coworking facility known as the Polsky Exchange; and oversees the George Shultz Innovation Fund, which invests in early-stage ventures.

The University of Chicago's CREO Department functions within the Office of Civic Engagement, reporting to both the Finance and Administration Division. It engages in a comprehensive range of real estate services, including asset acquisition, disposition, development, management, lease negotiation, administration, and construction. The CREO team consists of seven staff members along with a third-party property management team.

Job Summary

This role provides confidential and high-level office and location support by leading and coordinating the efforts of others. It identifies, enhances, and implements specific processes and procedures to optimize the efficiency of the University.

Commercial Real Estate Operations (CREO) and the Polsky Center for Entrepreneurship and Innovation share a location in Harper Court.

The two teams are in search of a well-organized and proactive Senior Administrative Coordinator who will report to both the Associate Vice President of Commercial Real Estate and the Managing Director of the Polsky Center for Entrepreneurship and Innovation.

The successful candidate will deliver a broad spectrum of administrative and executive support, including managing executive and team calendars, coordinating travel arrangements, preparing reports, supporting selected events, and assisting with property and asset management tasks.

Responsibilities
  • Manage executive and team calendars, scheduling appointments, meetings, and travel arrangements.
  • Oversee all departmental administrative tasks, including managing expense reports, ordering supplies, renewing equipment licenses, and processing vendor invoices.
  • Coordinate and plan events and meetings.
  • Foster strong working relationships with administrative staff supporting other executives, staff, and external partners.
  • Triaging emails and phone calls for action, resolving routine and some complex inquiries.
  • Act as an administrative liaison to third-party property management and parking firms, including processing staff parking applications and payroll deductions, coordinating access, and maintaining shared conference room audiovisual equipment.
  • Support select events for CREO and Polsky leadership as needed.
  • Aggregate biweekly reports from the leadership team for submission to central administration.
  • Prepare special reports and summaries, assist in managing daily office operations, and help develop administrative goals and policies.
  • Maintain the leader's calendar, exercising discretion and judgment regarding priorities and effective use of time.
  • Coordinate special projects as directed by the leader, preparing recommendations for operational and administrative challenges.
  • Monitor and reconcile a portion of the leader's budget, preparing financial and administrative reports.
  • Perform other related duties as required.

Minimum Qualifications

Education:
Minimum requirements include vocational training, apprenticeships, or equivalent experience in a related field.

Experience:
Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Preferred Qualifications

Education:
College or university degree in business administration or a related field.

Experience:
Minimum five years of proven work experience as an assistant to senior management, providing support to a large group, with strong experience in online calendaring.

Technical Skills or Knowledge:
Proficient in Microsoft Office Suite and other relevant software.

Preferred Competencies
Familiarity with UChicago or other higher education institutions, strong organizational, time management, and prioritization skills, excellent communication and interpersonal skills, ability to handle confidential information with discretion, attention to detail and accuracy, ability to work independently and collaboratively, and flexibility to adapt to changing priorities and deadlines.

Working Conditions
Office environment, with in-person support required on campus several days a week.

Application Documents
Resume/CV (required), Cover Letter (preferred).

Job Family
Administration & Management

Role Impact
Individual Contributor

FLSA Status
Exempt

Pay Frequency
Monthly

Scheduled Weekly Hours
37.5

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 employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability status, 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 or submit a request via the Applicant Inquiry Form. We seek a diverse pool of applicants who wish to join an academic community that values rigorous inquiry and encourages a diversity of perspectives, experiences, and ideas.

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