Business Coordinator

4 weeks ago

Chicago, Illinois, United States The University of Chicago Full time

Job Summary

The Department of Statistics at The University of Chicago seeks a highly skilled Business Coordinator to manage department-wide administrative tasks. This role will focus on supporting the Department Administrator, Department Chair, and administrative staff with projects and operational duties.

Responsibilities

  • Provide comprehensive support for all administrative functions, including purchasing, travel, scheduling, event planning, and communications.
  • Assist department staff with office operations, including event planning, greeting visitors, and departmental courier collection and distribution.
  • Support faculty, postdocs, research staff, students, and visitors with research-related activities, such as expense reimbursements, purchasing assistance, and travel.
  • Update the departmental website and maintain listservs and other communication vehicles.
  • Oversee office purchases, including office, kitchen, and coffee machine supplies.
  • Work with the Seminar Chair to run all aspects of the weekly seminar series, including travel arrangements for speakers, coordinating the agenda, and planning receptions.
  • Coordinate logistical aspects of the annual Bahadur Lecture Series and dinner event.
  • Assist student affairs staff with student events, including Orientation Week activities.
  • Prepare and handle general and confidential correspondence for faculty, including student-requested letters of reference and other communications.
  • Work with the Chair to request confidential letters of recommendation for promotion cases and new tenure hires and track responses.
  • Serve as assistant and backup to the department administrator during absences and with preparation of reports, processing of reimbursement and procurement requests, and handling and recording general financial transactions.
  • Provide administrative support for the Chair, including scheduling, travel reimbursement, and other administrative tasks.
  • Support the staff hiring process and academic appointments processes, assisting the Department Administrator with preparing materials for appointment and promotion cases.
  • Initiate and manage service requests for the department.
  • Check spaces daily to ensure cleanliness and order and update bulletin boards.
  • Manage the department office machines and their maintenance.
  • Provide administrative support for a leader, staying informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary, and coordinating information flow from the leader's office.
  • May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.

Minimum Qualifications

  • Vocational training, apprenticeships, or equivalent experience in a related field.
  • 57 years of work experience in a related job discipline.

Preferred Qualifications

  • High school diploma or GED.
  • 4 years of pertinent experience; or undergraduate degree.
  • Experience in an administrative position.
  • Experience in an academic or nonprofit educational environment.
  • Computer literacy in a PC environment with demonstrable facility and high accuracy in data entry.

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