Administrative Coordinator

Department
 

BSD CRI – Administration

About the Department
 

The Center for Research Informatics (CRI) is an organization within the Biological Sciences Division (BSD) that provides informatics resources and services to BSD faculty. Four main services comprise the CRI’s operations: applications development, bioinformatics, IT infrastructure and scientific computing, and clinical research data warehousing/business intelligence. Through these service lines, the CRI enables research of the highest scientific merit and advances the state of the art of clinical and translational informatics. The CRI recruits exceptional candidates looking to leverage state-of-the-art technologies to deliver innovative and exciting solutions biomedical researchers. We are committed to increasing diversity, equity, and inclusion for the benefit of our team members, our institution, our clients, and our community. We will accomplish this by incorporating our values into hiring practices, retention, and culture.

Job Summary
 

The job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit.
The CRI is seeking a dynamic and collaborative Administrative Specialist who will provide administrative support to the Center’s teams. Under the supervision of the Administrative Director, the incumbent will be responsible for ensuring efficient daily operations of the Center. The successful candidate will possess the skills to manage the competing priorities and requests from different teams while also supporting administrative functions of the unit including paying invoices, reconciling expenses, initiating transfers, and ordering supplies. Additional responsibilities include but are not limited to communication, event planning, operational project identification and planning, and facilities management and planning.

Responsibilities

• Works under the supervision of the Administrative Director in collaboration with the Faculty Directors to ensure the Center operates efficiently.
• Maintains administrative and financial records for the Center, including completing detailed expense reports using the University’s financial accounting systems.
• Performs high-level administrative duties in support of Center functions.
• Pays invoices, reconciles expenses, and initiates transfers for the Unit using UChicago procurement and payment systems.
• Assists with operations and compliance requirements for a recharge center.
• Prepares correspondence, coordinates visitors, and makes meeting arrangements.
• Populates and maintains the Center’s administrative database.
• Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
• Orders supplies and assists with other record-keeping as needed.
• Manages special projects as assigned.
• Ensures staff compliance with relevant University, BSD, and UCM policies and guidelines.
• 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 office to University. Relieves leaders of administrative responsibilities.
• Develops and manages communications by assisting in creating and revising program materials, including brochures and website content.
• Oversees and maintains the physical space, IT, and capital assets, including ordering equipment, repairs and upgrades.
• Manages Center on-boarding efforts. 
• Coordinates logistics of major events.  Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner. 
• May act as a liaison between the section and other University, BSD, or UCM departments.
• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts.  Preparing and monitoring the budget for a unit.
• Researches and analyzes data to create reports, and may create other reports for grants and contracts.
• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

• Familiarity with University of Chicago systems and processes.
• Familiarity with University of Chicago academic and administrative landscape.
• Two years of progressively responsible administrative experience.
• Experience within an academic health care environment.
• Familiarity with pre and post award administration.
• Familiarity with recharge center operations.

Preferred Competencies

• High level of professionalism, tactfulness, diplomacy, and confidentiality.
• Perform effectively in a fast-paced, dynamic environment.
• Outstanding verbal and written communication and interpersonal skills.
• Excellent organizational skills.
• Can work independently and as a team member.
• Intellectually curious with a desire to problem-solve.
• Proficiency with MS Office suite.
• IT/informatics environment.
• Customer relationship management software.
• Administrative databases.

Working Conditions

• Office environment.
• Must be able to navigate campus and work in a hybrid environment as needed.

Application Documents

• Resume (required)
• Cover Letter (preferred)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Administration & Management

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
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 Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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