Biological Sciences Division at the University of Chicago · 11 hours ago
Department Business Coordinator
Chicago, IL
Full-time
Onsite
Entry, Mid Level
$21.63/hr - $28.85/hr
2+ years expThe Biological Sciences Division at the University of Chicago is dedicated to improving public health through research and education. The Department Business Coordinator will provide comprehensive administrative support to the Department of Public Health Sciences, assisting with operations, event planning, and communication efforts.
Higher Education
Responsibilities
Maintains calendars, schedules appointments/meetings, for department leadership, chair, faculty and visitors
Schedules and organizes special events including, department gatherings, education-related events, weekly seminar series and recruitment talks. Advertises, prepares travel itineraries and distribute schedules. Assist with Zoom scheduling, audio visual and recording set up for conferences and meetings
Makes travel arrangements faculty staff, students and visitors. Acts as main contact and on-site host for department visitors and recruitment candidates
Schedules, prepares and oversees maintenance and cleanliness of conference rooms, kitchens and office areas. Handles general facility and equipment maintenance. Orders supplies for conference rooms, food service area and office supplies. Assists with coordination of renovation projects
Resolves many office problems independently and facilitates solutions, conferring with supervisor, environmental services and Plant department to resolve the most complex issues. Assists in preparing offices for new staff, students or faculty by cleaning and stocking with supplies
Inventories stock, initiates purchasing, reimbursements and travel. Receives, processes, tracks orders and invoices, and expense reimbursements. Deliver and pick up mail and packages in the medical center and on campus
Greets visitors, composes and edits correspondence and other documents. Coordinate unit compliance with university and/or regulatory requirements
Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies
Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries
Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports
Performs other related work as needed
Qualification
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 2-5 years of work experience in a related job discipline
Resume (required)
Cover letter (required)
Preferred
Customer service
A minimum of two years clerical/administrative experience
Proficiency with Microsoft Office
Proficiency with Outlook
High level of initiative with a track record of independent problem solving and ability to prioritize
Multitask and work independently as well as a member of the team
Anticipate leaders, students and faculty members needs and act accordingly
Identify and prioritize responsibilities effectively
Recognize and solve or refer problems
Manage interpersonal relationships
Communicate with clarity, tact, and courtesy both orally and in writing
Demonstrate courtesy and professionalism in interactions, appearance, attitude and communications
Learn position related software applications
Benefits
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.
Company
Biological Sciences Division at the University of Chicago
As part of the University of Chicago, the Biological Sciences Division (BSD) pursues globally impactful solutions to seemingly unsolvable challenges.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase