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Operations Administrator

University of Chicago

University of Chicago

Operations
Chicago, IL, USA
Posted on Wednesday, November 29, 2023

Department

AI Institute on the Formation of Knowledge


About the Department

The mission of the Institute on the Formation of Knowledge (IFK) is to better understand the process of knowledge formation and transmittal, from antiq¬uity to the present day, to explore how these histories and cultures frame our contemporary world, and to further dialog about the forces shaping knowl¬edge through research, teaching, and public discourse. Since 2015, the IFK has worked to dissolve the silos of thought between fields of study, and between academics and the public, to provide key insights into today’s most urgent issues.

As an intellectual destination, the Institute brings together distinguished scholars from the humanities, social sciences, biological and physical sciences, divinity, law, business and public policy, to research questions with global impact. The Institute funds faculty, postdoctoral, and graduate research projects, teaches graduate and undergraduate courses, as well as classes for the public in partnership with the University of Chicago Graham School, hosts visiting faculty and researchers, publishes KNOW: A Journal on the Formation of Knowledge, and organizes events such as a biweekly workshop series cutting across academic divisions, high profile speakers and conversations, international conferences, and other special events.

The Institute is launching a new center to explore the many intellectual legacies of the work of University of Chicago philosopher, classicist, and human rights advocate Richard McKeon. The Institute’s mission of investigating the formation of knowledge across disciplinary lines, positions it as the natural home for McKeon’s investigation into systems of knowledge organization and the premise that different and even conflicting ideas can coexist in intellectual thought and debate. Plans for initial programs include preeminent faculty fellowships, faculty grants for research and course development, public events, scholarly seminars, student engagement and support for a growing roster of courses.


Job Summary

The Institute on the Formation of Knowledge is looking for a creative, self-driven, and responsible individual to join our team as Operations Administrator. The ideal candidate will desire professional growth in higher education administration, possess a positive, collaborative, can-do attitude, and a commitment to service and the mission of the unit and the University. This position offers the opportunity to interact with faculty and students from across the University, engage with a wide range of intellectual issues, and build a suite of administrative skills, working with a dynamic and experienced team.

The Operations Administrator will manage the daily business of IFK and the McKeon Center, focusing on finance, events, human resources, course administration, and support services. The Operations Administrator will provide professional support and solve straightforward problems for a broad range of business operation and academic initiatives, and may develop and implement office procedures and policies to ensure compliance. Building knowledge of the organization, its processes and customers, the Operations Administrator will analyze possible solutions using standard procedures, receiving a moderate level of guidance and direction from supervisors.

Responsibilities

  • Provides administrative support to the daily operations of the IFK and the McKeon Center, performing routine and complex assignments in the areas of finance, events, human resources, and support services.
  • Manages Institute facilities and support services such as supplies, equipment, vendor contracts, calendar management, room reservations, expense management, mail, travel logistics, etc.
  • Finance - tracks program costs and grant allocations, oversees processes related to procurement and payment of invoices, monitoring and reconciling accounts, and other financial support. May help to prepare and monitor the budget.
  • Events - assists in coordinating events, including reserving space and hotel rooms, catering, transportation, speaker communications, setup and breakdown, audio/visual equipment, registration and tracking attendees, working with vendors, and preparing support materials.
  • Human Resources - initiates hiring process and administers tasks in UChicago’s HR and appointment systems, related to fellows, visitors, staff, and student staff, which may include processing of payroll; assists with academic and staff searches, including onboarding and offboarding as well as training and project management of student interns.
  • Course Administration - manages course data and registration, supports cross-listings.
  • Creates, edits, and proofs communications, and may prepare information or presentation decks for meetings with internal and external stakeholders.
  • Interacts with faculty, researchers and staff for committee work or information.
  • Coordinates special projects as directed by Institute leadership.
  • Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
  • Researches and analyzes data to create reports, and may create reports for grants and contracts.
  • Performs other related work as needed.


Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

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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:

  • Working with office or administrative management in higher education or a non-profit organization.

Technical Skills or Knowledge:

  • Proficiency with Microsoft Office (Word, PowerPoint, Excel), Box and Zoom.
  • Finance and procurement systems, e.g. GEMS, Concur, BuySite, Oracle.
  • Human resources administration systems, e.g. Workday, Interfolio.
  • Course administration at a research university preferred, e.g. Academic Information Systems, Course Inventory Management.

Preferred Competencies

  • Commitment to customer service and a high level of attention to detail.
  • Excellent organizational skills, with ability to manage multiple projects, prioritize, and meet deadlines.
  • Strong written and verbal communication skills.
  • Demonstrated administrative, problem solving, and decision-making skills.
  • Self-starter with ability to work both independently and as a team member.
  • Learning agility and adapt to changes in workflow and procedures.
  • Demonstrated ability to manage and maintain sensitive or confidential information.

Working Conditions

  • Office environment; writing and typing, work at a computer for multiple hours.
  • Some evening and weekend work.
  • Fast-paced environment.
  • Periodic meetings at other campus locations.
  • Lift up to 25-30 lbs.

Application Documents

  • Resume/CV (required)
  • Cover Letter (required)
  • Contact Information for 3 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

Exempt


Pay Frequency

Monthly


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.