Assistant Director, Office Management

Department
 

Booth Rustandy Center: Research Initiatives 1

About the Department
 

The University of Chicago Booth School of Business is the second-oldest school in the U.S. and second to none when it comes to influencing business education and practice. Since 1898, the school has produced ideas and leaders that shape the world of business. Their rigorous, discipline-based approach to business education transforms students into confident, effective, respected business leaders prepared to face the toughest challenges. Launched in 2012, the Rustandy Center for Social Sector Innovation is the destination for people committed to tackling complex social and environmental problems. As Chicago Booth’s social impact hub, the Center builds on the school’s grounding in business fundamentals with experiential learning and research. Through programs and events in social innovation and social enterprise, the Center equips our community with the knowledge and tools to positively impact humanity. The Polsky Center for Entrepreneurship and Innovation aims to create entrepreneurial leaders through a broad range of experiences, including classroom learning, experiential learning, leading-edge research, and community outreach. Established at Chicago Booth in 1998, the Polsky Center has provided over two decades of venture support for students interested in entrepreneurship and robust training for students interested in pursuing a career in venture capital and private equity. Today, the Polsky Center is responsible for advancing all University of Chicago entrepreneurship and research commercialization innovation activities through the creation of new ventures and partnerships.

Job Summary
 

This position will be a welcoming presence in a newly designed, state of the art co-working office space for the Rustandy Center for Social Sector Innovation and the Polsky Center for Entrepreneurship and Innovation. The position will greet students, alumni, staff and other guests, and direct them to offices and conference rooms within the suite, as well as to programming around the Harper Center in Hyde Park.

Responsibilities

• Develops and maintains strong relationships with University of Chicago and Booth departments including Facilities, Accounting, IT, and HR to support the timely and accurate processing of requests.
• Coordinates program logistics and manages usage of shared space and resources (e.g., room reservations, catering, setup, invitations and RSVPs, printed materials, etc.).
• Manages vendor relations and handles the procurement of office materials for the suite.
• Works with the Senior Associate Director of Operations & Strategic Initiatives (Rustandy Center) to support executive calendars and database management, including CRM data entry.
• Provides support to Executive Director (Rustandy Center) for expense processing, occasional scheduling/calendar management and travel arrangements, and other administrative needs.
• Supports stewardship efforts by reviewing gift reports, managing donor lists and files, coordinating acknowledgement letters.
• Serves as first point of contact for inquiries regarding the suite, occupying two Centers (Rustandy Center and Polsky Center) and their work. Provides excellent service and direction to students, faculty, staff, and visitors who enter the suite.
• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
• 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:

• Scheduling or event coordination.

Technical Skills or Knowledge:

• Technically adept and highly proficient user of MS Excel and Outlook.

Preferred Competencies

• Excellent customer service skills.
• Demonstrated organizational and time management skills with keen attention to detail.
• Creative and resourceful with strong problem solving skills and willingness to seek out, coordinate, and appropriately disseminate key information.
• Work with frequent interruptions and successfully manage concurrent projects and deadlines.
• Excellent verbal and written communication skills.

Working Conditions

• This position is currently expected to work a minimum three days per week in the office.

Application Documents

• Resume/CV (required)
• Cover Letter (required)

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
 

37.5

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.

 

The University of Chicago’s Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.