Administration and Operations Coordinator
Job Description
Department
BSD MED - Infectious Diseases - Chicago Center HIV Elimination - Operations
About the Department
The University of Chicago's position on the South Side makes it uniquely situated to test, treat, and prevent new HIV infections in a highly affected population. The South Side communities and majority Black suburbs connected to them to the South represents the largest contiguous Black population in the United States. By using our integrated HIV transmission elimination approaches, we are beginning to make new infections in these communities less frequent.
Job Summary
This position is grant funded.
Responsibilities
Preparing space for the day such as, preparing water and coffee station, refilling condom/lube bowls, arranging waiting area, arranging conference room tables/chairs and/or preparing iPads/Laptops for client check-in.
Completing community member consent forms and releases of information for services and research.
Collecting contact information and demographic information from community members for service and research follow ups.
Supporting outreach events for recruitment for research Overseeing space scheduling for meetings, interviews, and community events.
Attending team meetings and required trainings.
Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
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.
Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience:
Certifications:
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Preferred Qualifications
Experience:
Administrative assistant or operations support experience.
Experience working with and/or providing care to LGBT populations, Black and Latinx community members.
Experience working in the HIV field.
Technical Skills or Knowledge:
Proficiency in Microsoft Applications, including but not limited to Outlook, Excel, Access and Word.
Preferred Competencies
Strong knowledge of Chicago social service resources.
Strong knowledge of program subject matter.
Strong interpersonal skills and the ability to work both independently and as part of a team.
Ability to manage stressful situations.
Ability to maintain confidentiality.
Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.
Demonstrated written and verbal communication skills and strong analytical skills.
Strong attention to detail.
Excellent communication skills.
Strong organizational skills and ability to prioritize multiple, competing demands.
Working Conditions
Ability to work some evenings and weekends for event support.
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
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
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.
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.