Business Assistant
The University of Chicago

Job Info

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Department

PSD Computer Science: Administration and Staff

About the Department

The Department of Computer Science is an academic department that has a rich history of advancing and defining new fields of discovery in the physical sciences and computer science, and this tradition continues today. Our inquiry and impact spans from the edge of theory to human-computer interaction to Data Science. We are part of the Physical Sciences Division which includes academic departments and several interdisciplinary research institutes and centers.

Job Summary

The job provides business support within established procedures regarding office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.

Responsibilities

• Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.
  
• Schedules meeting rooms as requested.
  
• Setup and breakdown of selected events. This will include setting up and taking down tables and any other items that are used for that day.
  
• Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
  
• Posts talks to bulletin boards and creates flyers for monitors.
  
• Responsible for assisting visitors with travel arrangements.
  
• Processes students, visitors, postdoc and faculty reimbursements through GEMS, ServiceNow and ePayment.
  
• Assist other members of the office staff as needed.
  
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
  
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
  
• 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).
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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:

• A minimum of two years clerical/administrative experience.
  

Technical Knowledge or Skills:

• Proficiency with Outlook.
  
• Proficiency with Microsoft Office.
  

Preferred Competencies

• Excellent oral and written communication skills.
  
• Excellent interpersonal and customer service skills.
  
• Handle public contact with courtesy, clarity, and diplomacy.
  
• Maintain strict confidentiality when handling sensitive information and situations.
  
• Calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
  
• Excellent problem-solving skills.
  
• Able to work both independently and as a team member.
  
• Take initiative and organize and complete projects with minimal supervision.
  

Application Documents

• Resume (Required)
  
• Cover letter (Preferred)
  
• References (Required)
  

When applying, the document(s) MUSTbe 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

Non-Exempt

Pay Frequency

Biweekly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

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.

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