Apply on Employer Site

Biological Sciences Division at the University of Chicago · 3 weeks ago

Senior Business Coordinator

Chicago, IL

Full-time

Onsite

Mid, Senior Level

$60K/yr - $90K/yr

7+ years exp

The University of Chicago's Biological Sciences Division is seeking a Senior Business Coordinator to provide high-level administrative support to executive leaders. This role involves managing daily operations, coordinating administrative tasks, and ensuring efficient office functions while maintaining confidentiality and discretion.

Higher Education

Responsibilities

Assists in managing daily operation of the central research office by proactively providing and managing administrative, expense, and logistic support for the office suite, including but not limited to, calendar management, room reservations, expense management, procurement, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality

Triages emails and telephone calls for action; refers inquiries to the appropriate person and follows-up to ensure complete and timely responses

Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader’s calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader’s time

Handles purchase orders, invoices, and internal billing on behalf of the central research office

Coordinates special projects as directed by the leader

Manages a portion of the leader’s budget, monitoring and reconciling accounts

Prepares financial and/or administrative reports

Organizes and manages meetings; off-site and team-based events for training, development, and recognition; and other organizational initiatives

Manages and organizes ad hoc projects to support processes and workflows for the HR and OAA teams

Tracks and helps drive completion of key deliverables and follows-up on outstanding items

Coordinates information flow from leader's office

Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors

Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time

Performs other related work as needed

Qualification

Calendar managementBudget managementMicrosoft Office SuiteExecutive communicationProject managementConfidentialityInterpersonal skillsOrganizational skillsAttention to detailProblem-solving

Required

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree)

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline

Resume/CV (required)

Preferred

Bachelor's degree

At least seven years experience in a senior level administrative support position for executive level leaders

Background as an administrative assistant in an academic environment

Scheduling for multiple leaders, preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce

Creating, editing, proofing, and sending executive communication on behalf of supported offices

Extensive experience in preparing presentations decks for executive leadership

Reconciling project budgets, tracking expenses and providing timely updates on office expense management including monthly and quarterly tracking reports

Familiarity with project management methodologies

Advanced experience in Microsoft Outlook, Excel, PowerPoint, Word, and Adobe Acrobat

Handle highly confidential and sensitive materials and situations

Excellent oral and written communication skills

Interact comfortably with senior executives, faculty and staff

Develop collaborative relationships throughout the University community

Effectively represent the mission, values and strategic plan of the organization and leaders through work products, efforts and communication

Reliable, driven and results oriented

Strong organizational, communication and interpersonal skills

Handle multiple projects and work well under deadlines

Use appropriate resources to resolve an issue

Cover Letter (preferred)