Academic Support Specialist: A Key Role in Higher Education

2 days ago

Chicago, Illinois, United States University of Chicago Full time

Company Overview


The University of Chicago is a world-renowned institution, committed to rigorous inquiry and diverse perspectives. As an Academic Support Specialist, you will be part of a team that values excellence and innovation.

 

Salary


We offer a competitive salary of $65,000 - $75,000 per annum, commensurate with experience.

 

Job Description


As an Academic Support Specialist, your primary role will be to provide administrative support to faculty members, academic appointees, and lecturers within the Harris School Faculty and Academic Affairs department. Your responsibilities will include:

  • Providing administrative support to faculty members, academic appointees, and lecturers.
  • Processing and screening incoming and outgoing communication and correspondence.
  • Creating, editing, tracking, and maintaining electronic and written documentation, relevant data, and statistics.
  • Overseeing project workflow to ensure materials are produced accurately and on time.
  • Managing expense reimbursements in the GEMS system.
  • Scheduling appointments and meetings.
  • Duplicating class materials.
  • Ordering books, supplies, and other materials for courses.
  • Organizing internal conferences and workshops.
  • Scheduling travel arrangements for invited speakers for conferences and workshops.
  • Assisting with reserving meeting rooms.
  • Preparing University reimbursement forms.
  • Assisting with job talk coordination and scheduling.
  • Coordinating food orders and facilities setup for job talks and meetings.
  • Working with the Senior Director of Academic Appointments and Faculty Affairs on academic appointments.
  • Assisting with communication and onboarding of part-time lecturers.
  • Partnering with the Senior Director on onboarding of lecturers and visitors.
  • Handling administrative tasks associated with courses taught by lecturers.
  • Performing some routine and complex assignments for the unit, usually in the areas of finance, event planning, or support services.
  • Preparing special reports and summaries, assisting in managing daily operations of the office, and may assist in developing administrative goals and policies.
  • Maintaining the leader's calendar.
  • Providing administrative support for a leader, staying informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary.
  • Coordinating information flow from the leader's office.
  • Coordinating special projects as directed by the leader.
  • Preparing write-ups for recommendations for operational and administrative problems.
  • Managing a portion of the leader's budget, monitoring, and reconciling accounts.
  • Preparing financial and/or administrative reports.

 

Required Skills and Qualifications


To succeed in this role, you should possess:

  • A minimum of 5-7 years of work experience in a related job discipline.
  • Vocational training, apprenticeships, or equivalent experience in a related field.
  • Excellent verbal and written communication skills.
  • Adept at managing multiple projects simultaneously.
  • Strong interpersonal, customer service, and problem-solving skills.
  • Advanced MS Outlook and efficient MS Word, Excel, and PowerPoint and database skills.
  • The ability to handle sensitive and confidential situations/information with absolute discretion.

 

Benefits


As a member of our team, you will enjoy a comprehensive benefits package, including health, dental, and vision insurance, retirement savings plan, and paid time off.

 

Others


The University of Chicago is an equal opportunity employer, committed to diversity and inclusion. We welcome applications from qualified candidates who share our values and passion for excellence.

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