Administrative Assistant

Updated: 15 days ago
Location: Chicago, ILLINOIS
Job Type: PartTime


PSD KAVLI: Administration and Staff

About the Department

The Kavli Institute of Cosmological Physics brings together Astronomers and Physicists in a unique interdisciplinary environment to study the deep connections between the very big (the universe) and the very small (elementary particles). Reporting to the Director of the Kavli Institute for Cosmological Physics (KICP), the Administrative Assistant is responsible for scheduling meeting rooms, monitoring, and updating the unit’s calendar, maintaining the database for fellows, visitors and students and works in conjunction with the Building Manager to ensure the facilities are operating to the highest levels of efficiency. The Administrative Assistant will be responsible for managing the Director/Chair’s calendar, sending emails on his behalf, and making travel arrangements while exercising high levels of confidentiality and discretion.

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, offices, and/or business support services.


  • Responsible for the Director’s calendar and travel arrangements.
  • Responsible for processing and tracking financial transactions, including:
    • Processing GEMS expense reports for the Director.
    • Processing reimbursements for visitors/postdocs.
    • Submitting purchase orders and related invoices to SSO for processing.
    • Paying departmental invoices to vendors (using GEMS card, ePayments).
  • Maintaining and distributing office keys.
  • Maintaining office supplies (paper, printer toner, etc.).
  • Event Support:
    • Assist with reserving conference rooms.
    • Provide staff support at programs and special events- assist with set-up and clean-up.
  • Contacts for custodial and facilities services - work with the Institute Administrator and Building manager to resolve issues.
  • Assists the Institute Administrator with the postdoc hiring process on an as-needed basis.
  • Assists the Institute Administrator with outreach projects (space explorer’s program) on an as-needed basis.
  • Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
  • Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
  • 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 Competencies

  • Proficiency with Outlook.
  • Proficiency with Microsoft Office.

Working Conditions

  • Standard office setting.

Application Documents

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

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


Requires Compliance with University Covid-19 Vaccination Requirement


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


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.


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