Academic Support Specialist

1 month ago

Chicago, Illinois, United States University of Chicago Full time

About the Role

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

Key Responsibilities

  • Provide administrative support to faculty, academic appointees, and lecturers, including processing and screening incoming and outgoing communication and correspondence.
  • Create, edit, track, and maintain electronic and written documentation, relevant data, and statistics.
  • Oversee project workflow to ensure materials are produced with accuracy and on time.
  • Manage expense reimbursements in the GEMS system.
  • Schedule appointments and meetings.
  • Duplicate class materials.
  • Order books, supplies, and other materials for courses.
  • Organize internal conferences and workshops.
  • Schedule travel arrangements for invited speakers for conferences and workshops.
  • Assist with reserving meeting rooms.
  • Prepare University reimbursement forms.
  • Assist with job talk coordination and scheduling.
  • Coordinate food orders and facilities set-up for job talks and meetings.
  • Work with the Senior Director of Academic Appointments and Faculty Affairs on academic appointments.
  • Assist with communication and onboarding of part-time lecturers.
  • Partner with the Senior Director on onboarding of lecturers and visitors.
  • Handle administrative tasks associated with courses taught by lecturers.
  • Perform some routine and complex assignments for the unit, usually in the areas of finance, event planning, or support services.
  • Prepare special reports and summaries, assist in managing daily operations of the office, and may assist in developing administrative goals and policies.
  • Maintain the leader's calendar.
  • Provide administrative support for a leader, staying informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary.
  • Coordinate special projects as directed by the leader.
  • Prepare write-ups for recommendations for operational and administrative problems.
  • Manage a portion of the leader's budget, monitoring and reconciling accounts.
  • Prepare financial and/or administrative reports.
  • Perform other related work as needed.

Requirements

The successful candidate will have a minimum of 5-7 years of work experience in a related job discipline, with knowledge and skills developed through vocational training, apprenticeships, or equivalent experience. A bachelor's degree is preferred, as is experience in an administrative or similar role. The ideal candidate will be adept at managing multiple projects simultaneously, possess strong interpersonal, customer service, and problem-solving skills, and have advanced MS Outlook and efficient MS Word, Excel, and PowerPoint and database skills.

What We Offer

The University of Chicago offers a competitive salary and benefits package, as well as opportunities for professional growth and development. We are an equal opportunity employer and welcome applications from diverse candidates.

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