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Project Asst III

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Monday, February 5, 2024

Department

BSD PSY - Administrative Operations

About the Department

To honor our promise to always put our patients first and to be ever mindful of each patients dignity and individuality, we must also be at the forefront of transformative discovery and innovation in psychiatric care.


Job Information

Job Summary:

This position will provide administrative support to faculty and staff. Coordinate the administrative needs of the section and the faculty assigned. Participate in the coordination of education programs, sponsored awards, financial operations, and general operations in the Section of Adult Psychiatry. Coordinate activities of several Section Chiefs involvement with professional organizations, committees, maintain daily calendar, travel arrangements and perform conflict resolution when necessary. Assist with creation of special projects, lectures and academic writing. Manage the administration of the recruitment of new faculty members and other academic personnel. Prepare, review, and assist in the production of various externally focused brochures and reports needed by the section and Section Chief. The candidate must be able to handle high and low levels of activity. This position will provide administrative support to including the processing of expense reimbursements in GEMS, travel expense reimbursements in Service Now and e-Payments, Business Objects, faxing, filing, photocopying, distributing mail, accepting packages, ordering supplies in Buysite, submission of facilities maintenance requests and tracking same, photocopier triage, etc.

Responsibilities:

  • Provide administrative support for faculty and staff.

  • Expense reimbursements in GEMS, , travel expense reimbursements in Service Now and e-Payments, faxing, filing, photocopying, distributing mail, accepting packages, ordering supplies in Buysite, submission of facilities maintenance requests and tracking same, photocopier triage, etc.

  • Maintenance of equipment and space and management of the Department’s inventory including purchase of, tracking and filing of PO’s, key list and department directory.

  • Work with external partners around administrative support as needed.

  • Perform record keeping and file maintenance tasks such as gathering, printing, sorting and filing materials and data, both paper and digital.

  • Manage PI's and group travel and reimbursements; monitor.

  • Prepare e-Payments, GEMS reports and assemble papers relating to the reconciliation process.

  • Coordinate research and group-related administrative activities including both on-site and off-site meetings and conference.

  • Acts as liaison between visitors and the department.

  • Process requests for the department’s conference room.

  • Arrange schedules for external visitors (faculty, postdoc candidate, or visiting students.

  • Coordinate research- and group-related administrative activities such as meetings, conferences, and visitors scheduling.

  • Manage research and grant related purchasing, travel and reimbursements as well as process other accounting forms.

  • Distributes mail and packages to faculty and staff.

  • Manage complex constraints and work with diverse faculty, administrative, and students across the university community to arrange meetings, and organize events that support external community engagement (i.e. government, academic, and industry partners).

  • Assist with the coordination of research, space and event reservations.

  • Assist with office projects, and other duties as requested back up support for other staff.

  • Support departmental administrator with department’s ledgers.

  • Assist with work orders for building maintenance, movers, painters, janitorial work and other duties as assigned.

  • Answer, take a message, screen and route phone calls and emails in a timely and accurate manner.

  • Perform record keeping and file maintenance tasks such as gathering, printing, sorting and filing materials and data, both paper and digital.

  • Submit and follow up on work orders to ensure departmental space is clean, safe and functioning.

  • Process requests for the department’s conference rooms and make and confirm reservations for such using online scheduling system.

Competencies:

  • Successfully handle multiple faculty and department related tasks within specified time frame required.

  • Proactively anticipate needs and resolve problems required.

  • Thrive in fast-paced environment and effectively manage competing tasks, deadlines and needs.


Additional Requirements​​

Education, Experience, or Certifications:

Education:

  • High School Diploma or equivalent required.

Experience:

  • University experience preferred.

  • Experience with GEMS, ePayment, Buysite, Business Objects preferred.

Technical Knowledge or Skills:

  • Proficient with Microsoft Office suite required.

  • Proficient with Microsoft Excel required.

  • Proficient with Microsoft Powerpoint required.

Working Conditions and Physical Requirements:

  • Primarily sedentary position, ability to keyboard, bend, and stoop to reach files.

  • Perform light lifting.

  • Travel between university offices.

Pay Range:

  • $21.06 – $30.83

Required Documents:

  • Resume (required)

  • Cover letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.


Benefit Eligibility

Yes


Requires Compliance with University Covid-19 Vaccination Requirement

No


Pay Frequency

Hourly


Pay Range

Please refer to Additional Requirements to see the pay ranges


Scheduled Weekly Hours

40


Union

024- Local 743, I.B.T. Clerical


Job is Exempt

No


Drug Test Required

No


Motor Vehicle Record Inquiry Required

No


Health Screen Required

No


Posting Date

2024-02-05


Remove from Posting On or Before

2024-08-05


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.

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