Office Manager Jobs

Department

PSD Administration: Academic Affairs

About The Department

The Physical Sciences Division (PSD) has a rich history of advancing and defining new fields of discovery in the physical sciences and mathematics, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond. The division includes the academic departments of Astronomy and Astrophysics, Chemistry, Computer Science, Geophysical Sciences, Mathematics, Physics, and Statistics. In addition, PSD includes a number of interdisciplinary research institutes and centers, including the Enrico Fermi Institute, the James Franck Institute, and the Kavli Center for Cosmological Physics. Many of our scientists have joint appointments at the Fermi National Accelerator Laboratory and Argonne National Laboratory as well as joint affiliations with other Chicago-based research institutions such as the Toyota Technological Institute of Chicago, Adler Planetarium, The Museum of Science and Industry, and the Field Museum. Our students build connections with world-leading scientists, collaborate across disciplines, and enjoy the dynamic Chicago and University communities.

Job Summary

Reporting to the Director of Academic Affairs and Chief of Staff, the Office Manager performs a broad range of high-level, confidential administrative and project-related support for the Physical Sciences Division (PSD) Dean’s Office. Provides executive support to the Senior Associate Dean for Finance and Strategy, the Associate Dean, and the Director of Academic Affairs and Chief of Staff. Organizes and coordinates events. Assists with finance operations and works on special projects.

Responsibilities

• Provides confidential and high-level administrative support for the Director of Academic Affairs and Chief of Staff; including but not limited to preparing documents and slideshows for divisional use, researching topics related to academic affairs, and academic affairs record keeping.
• Organizes small to large events and meetings for the Dean, including planning and on-site logistics, drafting event invites, and tracking RSVP's. Orders catering and coordinates set-up needs with building support staff.
• Creates and implements process improvements for general office management, including the development of operational manuals.
• Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar.
• Provides administrative support to multiple Deputy Deans; duties include, but are not limited to, scheduling meetings and preparing documents in Microsoft or Google suites.
• Assists with financial duties, such as processing reimbursements, cost transfers, costing allocations, tuition allocation, expense reconciliation, paying invoices, and depositing checks.
• Creates, organizes, and maintains directories and spreadsheets to enable streamlined communications from the Dean’s Office to relevant constituents and manage email lists.
• Performs other related work as needed.
• Provides support for, and tracks, ad hoc projects for Director of Academic Affairs and Chief of Staff, Associate Deans, and Deputy Deans.
• Provides high-level confidential executive support for the Associate Deans including, but not limited to, calendaring, preparing documents in Microsoft or Google suites, and performing data analysis.
• Maintains an accounting of all office supplies and proactively places orders for new supplies as needed. Maintains numerous office machines, services, and spaces; receives and distributes mail.
• Provides excellent service as the front desk manager for the Dean’s Office by greeting and assisting guests and answering main phone line. Independently manages issues and questions that arise for Dean’s Office employees and guests in day-to-day operations.
• 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.

Education

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 5-7 years of work experience in a related job discipline.

Certifications

Preferred Qualifications

Education

• Associate’s Degree.

Experience

• Experience providing administrative support.
• Knowledge of GEMS, e-Payments, Buysite, and Microsoft Outlook.
• Experience in an academic environment.

Technical Skills Or Knowledge

• Content editing skills.
• Strong and broad computer skills.

Preferred Competencies

• Strong customer service skills and ability to interact with and serve a diverse population with tact, courtesy, clarity, and diplomacy.
• Maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Follow an issue through to resolution.
• Work independently.
• Excellent oral and written communication skills.
• Handle sensitive and confidential situations and information with absolute discretion.
• Use appropriate resources to resolve an issue.

Working Conditions

• Due to the nature of the job, minimal remote work opportunities will be available.
• Some non-standard hours and travel to off-campus locations may be required.

Application Documents

• References (preferred)
• Cover Letter (preferred)
• Resume/CV (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

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

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

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 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.