Administrative Coordinator
Job Description
Department
BSD CRI - Administration
About the Department
Job Summary
Responsibilities
Works under the supervision of the Senior Business Administrator, in collaboration with the Administrative Director to support Center business operations.
Performs administrative, operational and financial duties in support of Center functions.
Supports daily operations and collaborates with leadership to resolve complex issues.
Coordinates planning and logistics for meetings, workshops, and special events.
Supports onsite event operations to ensure successful execution of program activities.
Assists with invoice processing, billing support, cost transfers, and financial tracking using University financial systems.
Assists with procurement activities and expense reconciliation using University procurement systems.
Supports budget monitoring and financial reporting.
Supports remote and hybrid staff and maintains the physical office environment, including ordering supplies and coordinating facilities and maintenance requests.
Assist with booking employee travel arrangements.
Prepares Center communications and announcements.
Assist with the development and maintenance of program communications and materials, including training resources, brochures, marketing materials and website content.
Assist with coordinating and maintaining administrative, security and financial operations and records for the Center.
Helps ensure compliance with University policies and procedures and assists with risk management.
Supports onboarding tasks and other unit HR related activities.
Remains informed of University programs, initiatives, and operational updates, communicating relevant information to leadership as appropriate.
Serves as a liaison between the Center and other University, BSD, and UCM departments, external partners, and vendors as needed.
Assists leadership with special projects and performs other related duties as assigned.
Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
Analyzes program budgets and uses a moderate/high level of authority to recommend or makes budgetary recommendations.
Interacts with faculty, researchers and staff for committee work or information.
Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.
Work Experience:
Certifications:
---
Preferred Qualifications
Education:
Bachelor's degree.
Experience:
Experience in an administrative or related role.
Experience with University of Chicago FST systems.
Experience with recharge center operations.
Experience with REDCap.
Experience with business intelligence and visualization tools (e.g. PowerBI, Tableau).
Experience with WordPress.
Preferred Competencies
Demonstrates a high level of professionalism and confidentiality.
Performs effectively in a fast-paced, dynamic environment.
Excellent verbal, written, and interpersonal communication skills.
Strong organizational skills with exceptional attention to detail.
Ability to work both independently and collaboratively across teams.
Demonstrates resilience, resourcefulness, adaptability and sound judgment.
Strong problem-solving, critical thinking, and analytical skills.
Self-motivated with a high degree of initiative and intellectual curiosity.
Ability to effectively manage multiple priorities and deadlines.
Working Conditions
Primarily remote office environment.
Able to navigate campus and work in a hybrid office environment as needed.
Application Documents
Resume/CV (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
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.