Faculty and Academic Support Specialist

1 week ago

Chicago, Illinois, United States University of Chicago Full time
Job Summary

The Faculty and Academic Support Specialist plays a critical role in the day-to-day operations of the Academic Appointments department within Business Operations at the University of Chicago. This position provides administrative support to Harris faculty members, academic appointees, and lecturers, enabling them to focus on their research and teaching. The successful candidate will also support leadership by facilitating lecturer appointment processes.

Key Responsibilities

  • Provide administrative support to faculty, academic appointees, and lecturers, ensuring their needs are met and they can focus on their core responsibilities.

  • Process and screen incoming and outgoing communication and correspondence, ensuring timely and accurate responses.

  • Create, edit, track, and maintain electronic and written documentation, relevant data, and statistics, maintaining accurate records and reports.

  • Oversee project workflow to ensure materials are produced with accuracy and on time, meeting deadlines and expectations.

  • Manage expense reimbursements in the GEMS system, ensuring compliance with University policies and procedures.

  • Schedule appointments and meetings, coordinating with faculty and staff to ensure smooth operations.

  • Duplicate class materials, maintaining accurate records and ensuring timely distribution.

  • Order books, supplies, and other materials for courses, ensuring timely delivery and accuracy.

  • Organize internal conferences and workshops, coordinating logistics and ensuring successful events.

  • Schedule travel arrangements for invited speakers, ensuring smooth logistics and timely arrival.

  • Assist with reserving meeting rooms, ensuring availability and accessibility.

  • Prepare University reimbursement forms, ensuring accuracy and compliance with University policies.

  • Assist with job talk coordination and scheduling, ensuring smooth operations and timely delivery.

  • Coordinate food orders and facilities setup for job talks and meetings, ensuring a positive experience for guests.

  • Work with the Senior Director of Academic Appointments and Faculty Affairs on academic appointments, ensuring accurate and timely processing.

  • Assist with communication and onboarding of part-time lecturers, ensuring a smooth transition and accurate records.

  • Partner with the Senior Director on onboarding of lecturers and visitors, ensuring accurate and timely processing.

  • Handle administrative tasks associated with courses taught by lecturers, ensuring accurate records and timely delivery.

  • Perform routine and complex assignments for the unit, typically in the areas of finance, event planning, or support services.

  • Prepare special reports and summaries, assisting in managing daily operations of the office, and may assist in developing administrative goals and policies.

  • Maintain the leader's calendar, ensuring accurate and up-to-date information.

  • Provide administrative support for a leader, staying informed of activities relating to programs and initiatives, and apprising the leader of issues when necessary.

  • Coordinate special projects as directed by the leader, preparing write-ups for recommendations for operational and administrative problems.

  • Manage a portion of the leader's budget, monitoring and reconciling accounts, and preparing financial and/or administrative reports.

  • Perform other related work as needed, ensuring the smooth operation of the office and support of the University's mission.

Minimum Qualifications

The successful candidate will possess the following qualifications:

  • Vocational training, apprenticeships, or equivalent experience in a related field (not typically required to have a four-year degree).

  • Minimum 5-7 years of work experience in a related job discipline, demonstrating knowledge and skills in administrative support and operations.

Preferred Qualifications

The ideal candidate will possess the following qualifications:

  • Bachelor's degree in a related field, demonstrating a strong foundation in administrative support and operations.

  • Experience in an administrative or similar role, demonstrating a strong understanding of administrative procedures and operations.

  • Adept at managing multiple projects simultaneously, ensuring timely delivery and accuracy.

  • Strong interpersonal, customer service, and problem-solving skills, ensuring effective communication and collaboration with faculty, staff, and stakeholders.

  • Advanced MS Outlook and efficient MS Word, Excel, and PowerPoint skills, ensuring accurate and timely production of documents and reports.

  • Ability to handle sensitive and confidential situations/information with absolute discretion, maintaining confidentiality and professionalism.

  • Excellent verbal and written communication skills, ensuring clear and effective communication with faculty, staff, and stakeholders.

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