Jointly reporting to the Executive Director of the Center for Data and Computing (CDAC) and the Computer Science Department Manager, this position is an essential member of a dynamic university department and interdisciplinary research center. Responsible for coordinating grant-, research- and group-related administrative activities such as meetings, conferences, visitors scheduling, and a collaborative seed fund. Additional duties, include managing research and grant related purchasing, travel and reimbursements as well as processing other accounting forms.
This position is oriented on working with diverse faculty, administrative, and student groups across the university community to arrange meetings and organize events that support external community engagement (i.e. government, academic, and industry partners). The position will also support the organization of large-scale events (100+ attendees) involving the university and the surrounding research and industry community
Provide administrative support for students and faculty.
Manage PI's and group travel and reimbursements.
Prepare e-Payments, GEMS reports and assemble papers relating to the reconciliation process.
Maintains and updates website content.
Creates google documents and forms and prepare reports based on data received and other special projects as assigned.
Coordinate research and group-related administrative activities including both on-site and off-site meetings, conferences and a collaborative seed funding program.
Manage seminars including travel, accommodations, transportation, itinerary and catering for invited speakers; escort speakers while on campus and process travel reimbursement for invited guests.
Acts as a liaison between visitors and the unit.
Process requests for the unitâ™s conference room.
Arrange schedules for visitors such as faculty, postdoc candidates, and industry or government leaders.
Work with complex external constituencies outside the department and university to arrange events that advance our prestige and research reputation.
Coordinate collaborative grant program, including collecting reports, proposals, and creating interdepartmental funds transfers.
Work with faculty, staff, procurement specialists, and other administrators to fulfill all routine aspects of the procurement process, including purchasing and internal requisitions.
Support administrator with filing of departmentâ™s ledgers.
Excellent verbal, written and presentation skills
Excellent organizational skills and attention to detail
Ability to prioritize work according to urgency and to work under deadlines.
Ability to master new material and to adapt to changes in workflow and requirements.
Strong problem-solving skills.
Ability to maintain confidentiality.
Experience accommodating needs of foreign visitors is preferred.
Ability to keyboard, bend, and stoop to reach files.
Ability to perform light lifting.
Ability to travel between university offices.
The above statements are intended to describe the general nature and level of the work being performed by people assigned to this job. They are not an exhaustive list of all duties and responsibilities associated with it.
Education, Experience ,or Certifications:
Bachelorâ™s degree or a minimum of 5 â“ 7 years of progressively responsible administrative experience required.
Technical Knowledge or Skills
University of Chicago experience with the GEMS system preferred.
High level of fluency in word processing, presentation, and spreadsheet software (e.g. MS Office, including Word, Excel, PowerPoint and Outlook).
List of three references
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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, status as an individual with a disability, protected 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 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR04189
About University of Chicago
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