This company is committed to hiring Veterans

Administrative Assistant

This job is no longer active. View similar jobs.

POST DATE 11/22/2019
END DATE 1/30/2020

University of Chicago Chicago, IL

Location
Chicago, IL
AJE Ref #
585521644
Job Classification
Full Time
Job Type
Regular
Company Ref #
JR07169
Experience
Mid-Career (2 - 15 years)
Education
Bachelors Degree

JOB DESCRIPTION

PLEASE MAKE SURE TO READ THE JOB POSTING IN ITS ENTIRETY AS IT REFLECTS BOTH THE UNIVERSITY ROLES AND RESPONSIBILITIES, FOLLOWED BY THE SPECIFIC DESCRIPTION.

DEPARTMENT

86755 Research Computing Center

ABOUT THE UNIT

The University of Chicago Research Computing Center (RCC), a unit in the Office of Research and National Laboratories (RNL), provides high-end research computing resources to researchers at the University of Chicago. It is dedicated to enabling research by providing access to centrally managed High Performance Computing (HPC), storage, and visualization resources. These resources include hardware, software, high-level scientific and technical user support, and the education and training required to help researchers make full use of modern HPC technology and local and national supercomputing resources. The Office of Research and National Laboratories oversees the conduct of sponsored research, research program development, multi-institutional research institutes, national laboratory board, and contract management functions. RNL supports the development and coordination of research-related communications and educational programs at The University of Chicago. RNL oversees the management of two Department of Energy contracts for Argonne National Laboratory and Fermi National Accelerator Laboratory. When combined with the Lab R&D budgets, the office oversees approximately $1.4 billion in sponsored research. RNL works closely with individual scholars, departments, and divisions to encourage, seed, and coalesce research across the University, Argonne, and Fermilab campuses.

JOB FAMILY

Administration & Management

Responsible for planning, directing, coordinating and managing daily operations individual organization units, clinical research facilities, centers or academic departments. Responsibilities are diverse and general in nature and may reflect more than one functional area.

CAREER TRACK AND JOB LEVEL

Administrative Support

Provides various office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the University to which the support is being provided; ensures the correct functioning of facilities, office and/or business support services. Note that B5 job level is restricted to direct support of an Officer or Dean.

B4: Has developed expertise in a variety of work processes or activities typically developed through a combination of job-related training and considerable on-the-job experience. Typically acts as a lead, coordinating the work of others - but not a supervisor. Works autonomously within established procedures and practices.

ROLE IMPACT

Individual Contributor

RESPONSIBILITIES

The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

1) 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. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities., 2) 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., 3) 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., 4) Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports., 5) Performs other related work as needed.

UNIT-SPECIFIC RESPONSIBILITIES

1) Perform administrative functions for the Research Computing Center with the primary focus of supporting the Assistant Vice President for Research Computing/Director of the Research Computing Center.

2) Staff the reception desk, greeting all visitors, receiving mail and deliveries.

3) Schedule and manage the Assistant Vice President/Director of the Research Computing Center s calendar; respond to all requests for meetings promptly and adjust calendar appropriately when unforeseen changes or urgent requests arise.

4) Ensure Assistant Vice President/Director of the Research Computing Center is prepared in advance for meetings; draft and/or print materials; coordinate with staff well in advance to receive materials in a timely fashion.

5) Make travel arrangements and when necessary assist with developing itineraries; assist with making travel arrangements for speakers and other guests or visitors.

6) Reconcile all credit card transactions; submit any necessary travel reimbursements for speakers and other guests or visitors.

7) Schedule, plan and organize all RCC faculty committee meetings; staff meetings, coordinate to ensure materials are submitted for review in advance, organize all committee meeting logistics, and take meeting minutes as assigned.

8) May assist with preparing ad hoc reports and other documents as requested.

9) Order supplies for the entire department; manage department inventory.

10) Submit facilities requests for the department; manage equipment in shared spaces, such as conference rooms.

11) Organize and keep electronic records and filings of RCC administrative related documents.

UNIT-PREFERRED COMPETENCIES

1) Pay careful attention to detail.

2) Work effectively and collegially with a positive attitude.

3) Maintain complete confidentiality, handling sensitive matters with tact and discretion.

4) Take initiative, with a proactive approach to tasks and projects.

EDUCATION, EXPERIENCE, AND CERTIFICATIONS

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.

PREFERRED QUALIFICATIONS

EXPERIENCE

1) Experience supporting a senior level executive.

REQUIRED DOCUMENTS

1) Resume

2) Cover letter

NOTE: When applying, all required documents MUST be uploaded under the RESUME/CV section of the application.

FLSA STATUS

Exempt

PAY FREQUENCY

Monthly

PAY GRADE

Depends on Qualifications

SCHEDULED WEEKLY HOURS

37.5

BENEFITS ELIGIBLE

Yes

DRUG TEST REQUIRED

No

HEALTH SCREEN REQUIRED

No

MOTOR VEHICLE RECORD INQUIRY REQUIRED

No

POSTING DATE

2019-11-21-08:00

REMOVE FROM POSTING ON OR BEFORE

2020-05-21-07:00

POSTING STATEMENT

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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices

Additional Benefits

http://hr.uchicago.edu/benefits/