Business Assistant

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Friday, September 22, 2023


PSD Mathematics: Administration and Staff

About the Department

The Department of Mathematics at the University of Chicago is one of the most exciting places in the world to do mathematics. We have over 30 tenured and tenure-track faculty working in areas as various as combinatorics, algebraic geometry, number theory, pure and applied analysis, representation theory, probability, geometry, topology, dynamical systems, logic, and financial mathematics, along with a similar number of Dickson Instructors. The research environment in the department is very lively, with seminars meeting virtually every day of the week and a constant stream of visitors. In addition, the department hosts regular colloquia, and several annual lecture series. We offer our different undergraduate programs of study (B.S. in Mathematics, B.A. in Mathematics, B.S in Applied Mathematics, B.S. with a specialization in Economics), a Minor in Mathematics, and we collaborate with the Departments of Computer Science and Statistics to offer a B.S. in Computational and Applied Mathematics. Typically, around 10% of graduating seniors in the College graduate with degrees in mathematics.

Job Summary

The Business Assistant reports to the Department Manager and will function as the primary administrative support to the Manager, faculty, and visitors. This position is the first face of the Department of Mathematics and should be a positive, welcoming presence both on the phone and in person. Must be able to handle high and low levels of activity. Process of expense reimbursement in GEMS, travel expense reimbursements in Service Now, and process e-Payments. Assist administration staff in the following activities: clerical work, office and building support, and event planning.


  • Assists with summer outreach programs.
  • Responsible for assisting visitors with travel reimbursement requests.
  • 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.
  • Executes day-to-day event logistics, and other moderately complex assignments with guidance from others.
  • Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
  • Maintain key management system. Responsible for issuing office keys to faculty, staff and visitors.
  • Work in conjunction with the Manager to solve maintenance and access related issues.
  • Maintain Bulletin Boards and signage.
  • Assists faculty and staff members with purchases.
  • Maintain paper supplies, copy machines.
  • Ensures coffee machine is working correctly and supplies like coffee, creamer, and sugar are available.
  • Serves as a representative for the department greeting all faculty, staff, students, visitors, and vendors with the highest level of professionalism.
  • 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


Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.



Preferred Qualifications


  • Clerical/administrative experience.

Technical Skills or Knowledge:

  • Proficiency with Outlook.
  • Proficiency with Microsoft Office.

Preferred Competencies

  • Excellent oral and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Ability to handle public contact with courtesy, clarity, and diplomacy.
  • Ability to maintain strict confidentiality when handling sensitive information and situations.
  • Ability to maintain 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.
  • Ability to take initiative and organize and complete projects with minimal supervision.

Application Documents

  • Resume (required)
  • Cover letter (preferred)
  • References (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

Administration & Management

Role Impact

Individual Contributor

FLSA Status


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


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: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.