Job Description:
Provides confidential administrative support to the Executive Director and Director, and others, as requested.
Responsible for planning and administering institute events, such as conferences, receptions, lectures, and public events.
Responsible for GEMS credit card reconciliations .
Responsible for office supply ordering.
Creates graphics for events including signs, flyers, social media posts, and name tags.
Responsible for managing guest lists, and assists with the overall needs to make the activities successful.
Runs Zoom and in-person AV technology under the guidance of the IMSI IT/AV Manager.
Responsible for expense reimbursements for organizers, speakers, and attendees.
Responsible for visitor reimbursement payments.
Co-lead on IMSI special events. Manages logistics including securing space, lodging, catering, vendors, and other necessities. Responsible for timely invoice payments related to these events.
Develop and maintain productive working relationships with faculty, staff, and students within the Institute, Physical Sciences Division, and in other University offices.
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.
May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
Coordinates quality assurance reviews and recommends changes as appropriate.
Supports the delivery of services to program participants and/or beneficiaries.
Performs other related work as needed.
Preferred Qualifications
Experience:
Proven ability to manage live and virtual meetings and events.
Experience working in an academic setting.
Experience with graphic design.
Technical Skills or Knowledge:
Experience with standard computer programs (e.g. Zoom, MS Office Word, and Excel, standard email and internet applications).
Graphic design skills for social media posts, name tags, flyers, etc., are a plus.
Preferred Competencies:
Excellent organizational and communication skills.
Excellent problem-solving skills.
Works effectively as part of a team and independently.
Ability to take initiative and organize and complete projects with minimal supervision.
Attention to detail.
Considerable interpersonal skill in dealing with visitors and administrative skill in dealing with attendant issues (visas, reimbursements, etc.).
Application Documents
Resume (required)
Cover Letter (required)
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 the Applicant Inquiry Form.
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: 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.
About University of Chicago (UC)
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.
Connections working at University of Chicago (UC)...Job Title : Junior Real Estate Project Manager Location: Alpharetta, GA Office requirements : In-office Monday through Thursday 8:00 AM to 4:00 PM. Work from Home Fridays. Unlimited PTO. Infrequent site visits on an as-needed basis. About us: Phillips Brothers...