Business Administrator

Department
 

PSD Chemistry: Administrative Staff

About the Department
 

One of the first departments founded at the University of Chicago was the Department of Chemistry. Since then, The University of Chicago has been the recipient of more than 73 Nobel Prize recipients, 15 of which came from the Department of Chemistry. Our current faculty have considerable strength in inorganic, organic, and physical chemistry, as well as in interdisciplinary research that delves into biology, physics, and materials science.

Job Summary
 

This position involves managing the full day-to-day operations of a large scientific research group in the Department of Chemistry. The Voth group is comprised of approximately 30 researchers at the undergraduate through postdoctoral levels. The Business Administrator’s principal duties revolve around the daily organization in a stimulating academic research environment.
More specifically, key areas for contributions include assisting in the preparation and editing of grants, research manuscripts, and review articles, including annual reports and supporting information sections, from submission to publication; tracking project expenditures, reconciling travel and other expense, and research data management; developing standard operating procedures as appropriate; managing group webpage and social media.

Responsibilities

• Serves as the lead administrator of the Voth research group in managing administrative issues such as finances, academic personnel, and communications.

• Assists PI with coordination of all functions necessary to support a research group.

• Serves as the 'front line' for requests for information from all members of the research groups.

• Collaborates with Departmental and Dean’s office staff to make sure that postdocs are hired and onboarded into the laboratory.

• Coordinates initial orientation for new postdoctoral researchers, students, and other research staff in assigned labs.

• Supervises undergraduate support positions including onboarding, approving time, and directing their work.

• Resolves many office problems independently and facilitates solutions, conferring with the appropriate faculty members to resolve the most complex issues.

• Oversees procurement and the processing of reimbursements for Professor Voth and research group; GEMS expense reporting.

• Manages seminar speakers/visitors by arranging travel and visit schedules; manages workshops and collaborative meetings within the research group and with other research groups or researchers.

• Manages Prof. Voth’s travel itineraries and related calendar, obtaining appropriate visas, and submitting reimbursements for expenses.

• Creates and updates content for the Voth Group group websites, Twitter account, and Voth Wikipedia page. The websites are critical, as they are the preferred channel for sharing news and results.

• Provides proofreading, editorial and online support to Prof. Voth’s NIH PubMed and manuscript submissions.

• Manages and prioritizes with Voth daily task lists each morning via email, and be able to respond rapidly during the workday to email, text, phone, and/or verbal requests by Voth as these daily priorities evolve and/or change.

• Orders office and laboratory supplies, including research hardware and software.

• May manage special projects as directed by the PI.

• Provides assistance including basic desktop computer management for research groups such as software upgrades.

• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning, or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.

• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.

• 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

Education:         

• Bachelor's degree.

Experience:       

• Previous administrative experience.

• Previous experience in an academic institution.

• Previous experience in a scientific research environment.

Technical Skills or Knowledge:

• Basic IT Knowledge.

• Knowledge of HTML & CSS Code.

• Knowledge of Desktop Computer Software.

• Knowledge of Google Drive and Scholar Page.

• Knowledge of social media.

• Working Knowledge of the University of Chicago.

• Knowledge of Microsoft Office (Word, Excel, PowerPoint).

• Knowledge of EndNote software or willingness to learn and implement EndNote.

• Knowledge of web page design and maintenance.

• Knowledge of the GEMS system preferred: Ability to learn and use GEMS.

Preferred Competencies

• Quantitative and analytical skills.

• Problem-solving skills.

• Attention to detail.

• Organizational skills.

• Self-starter who can operate in a complex administrative environment with limited oversight.

• Excellent verbal and written communication skills.

• Ability to work independently and as part of a team.

• Ability to handle sensitive matters with tact and discretion.

• Ability to perform multiple tasks simultaneously and promptly.

• Ability to prioritize work and meet deadlines.

• Ability to train or teach others.

• Ability to work effectively and collegially with little supervision or as a member of a team.

• Ability to work with people from diverse cultures and backgrounds.

• Ability to troubleshoot and resolve issues.

• Ability to work effectively across departments.

• Collaboration skills.

• Active listening skills.

• Critical thinking skills.

• Editing and proofreading skills.

• Interpersonal skills.

• Time management skills.

• High degree of professionalism and emotional intelligence.

Working Conditions

• Hybrid work schedule allowed.

Application Documents

• Resume (required)

• Cover Letter (required)

• References (3) (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

Requires Compliance with University Covid-19 Vaccination Requirement
 

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.