Business Administrator

Department
 

PSD Chemistry: Faculty Support

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 has considerable strength in inorganic, organic, and physical chemistry, as well as in interdisciplinary research that delves into biology, physics, and materials science.

Job Summary
 

The Krishnan and Szostak labs in the chemistry department of the University of Chicago are looking for a Business Administrator who will facilitate the day-to-day operations and management of two research groups. This position may be attractive for those who wish to take on more administrative responsibilities in a stimulating academic research environment. Principal contributions for this position are intellectual, characterized by originality and creativity.

Responsibilities

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

• Assist PIs 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.

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

• Assists the PI with timely and confidential submission of recommendation letters and letters of evaluation to various institutions for career progression of lab members and other members of the community.

• 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

• Oversee procurement and the processing of reimbursements, and GEMS expense reporting.

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

• Manage PIs’ travel itineraries and related calendars, obtaining appropriate visas, and submitting reimbursements for expenses.

• Create and update content for the Group websites. The websites are critical, as they are the preferred channel for sharing news and results.

• Manage and prioritize daily task lists via email and be able to respond rapidly during the workday to email, text, phone, and/or verbal requests as these daily priorities evolve and/or change.

• Orders office and laboratory supplies, including chemicals, solvents, and small equipment.

• May manage special projects as directed by the PIs or collate supporting documentation for grants related to personnel statistics, lab facilities, etc.

• Monitors equipment usage/conditions, manages equipment procurement and repair, negotiates with vendors, and manages maintenance of laboratory chemical inventory.

• 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 group members on safety and compliance protocols. Manages lab safety checklists, schedules, lab duty lists, lab maintenance, and cleanup schedules Coordinates special projects.

• Assists in the monitoring of the various financial and budgetary activities, including vendor contracts.  Preparing and monitoring the budget for a unit.

• Researches and analyzes data to create reports, and may create other 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:

Education:         

• Bachelor of Science or higher in Chemistry or other related field.

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 Desktop Computer Software.

• Knowledge of Google Drive

• Knowledge of social media.

• Working Knowledge of the University of Chicago.

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

• Knowledge of web page design and maintenance or ability to learn.

• 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 is negotiable and subject to mutual agreement.

Application Documents

• Resume (required)

• Cover Letter (required)

• 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.