Business Coordinator

Department
 

PSD Computer Science: Administration and Staff

About the Department
 

The Department of Computer Science is an academic department that has a rich history of advancing and defining new fields of discovery in the physical sciences and computer science, and this tradition continues today. Our inquiry and impact spans from the edge of theory to human-computer interaction to Data Science. We are part of the Physical Sciences Division which includes academic departments and several interdisciplinary research institutes and centers.

Job Summary
 

The Business Coordinator performs diversified and confidential administrative support for the Computer Science. The Business Coordinator is responsible for managing the postdoctoral appointment process, visa request process, and the hiring process for the undergraduate positions. The Business Coordinator is also responsible for maintaining the database for fellows, visitors and students and works in conjunction with the Manager to ensure the facilities are operating to the highest levels of efficiency.

Responsibilities

• Business Coordinator will assist the Manager in most aspects of business administration.
• Assists with quarterly space survey for Crerar from the Dean’s Office.
• Recipient of monthly reports of expiring visas, job & appointments received from the Dean’s Office; communicates with manager, supervisors, and faculty members to ensure listed personnel’s visas, jobs and appointments are up to date
• Maintain directories and spreadsheets, manage Adminstaff, OAA and postdoc mail lists and provide reports on various projects/accounts; responsible for the preparation of departmental ledgers, payroll reports in business objects and CBORD reports with responsibility for interpretations and/or statistical analyses.
• Regular and ad hoc project assignments that require strong organization and data analysis.
• Maintains the database of fellows, postdoctoral scholars, visitors, and students; liaison for new postdoc: adding postdocs to slack channel, CS website and postdoc list mail.
• Works in conjunction with the Manager to solve maintenance and access related issues.
• Act as back-up support for Department Manager.
• Acts as liaison in coordinating events and meetings, including planning and onsite logistics for the department, E.g., colloquia, seminars, and conferences.
• Organize events for faculty (in-person and virtual).
• Some non-standard hours may be required.
• Provide administrative support to faculty, including visitors.
• Stays informed of activities relating to programs and initiatives; serve as the 'front line' for requests for information from all members of assigned faculty’s research group.
• Submit requests for payment of invoices, the purchase of goods and services, process reimbursements, and expense reconciliation for departmental and faculty account.s
• Processes expense reimbursements for assigned faculty members and their research groups, ensuring the appropriate procedures and protocols are followed.
• Purchase necessary goods and services for grant supported work through the University’s procurement service, following University policies and procedures and working closely with the financial administrator to ensure appropriate account allocation.
• Works with faculty/PI’s research group members to reconcile purchases and assisting with reimbursements for all research group members.
• Processes payroll for undergraduates and temporary staff; approving time and attendance in Workday.
• Manage the hiring process for undergraduate and temporary positions; gather required material for hiring purposes.
• Manage new and reappointment postdoctoral request process and submissions; gather required material for appointment purposes; collaborate with Human Resources and Dean’s office personnel to ensure that postdocs have been approved, pre-fed and fully onboarded.
• Manage initial or extension visa requests process and submissions for postdocs and research staff; works to gather material for Dean’s Office and OIA.
• Responsible for screening candidates for open positions in the department; conduct phone screenings, coordinate in-person and/or virtual interviews, interview candidates, and conduct reference checks.
• 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.
• Prepare 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.
• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

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Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

• Experience in an academic environment.

Technical Skills or Knowledge:

• Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.
• Knowledge of GEMS, EPayments, Buysite, Microsoft Outlook, and content editing skills.

Preferred Competencies

• Excellent oral and written communication skills.
• Strong customer service skills and ability to interact with and serve a diverse population with tact, courtesy, clarity, and diplomacy.
• Ability to handle sensitive and confidential situations and information with absolute
• discretion.
• Ability to maintain calm and courteous demeanor and to work productively despite heavy
• workload, competing priorities, complex problems, and tight deadlines.
• Ability to use appropriate resources to resolve an issue.
• Excellent problem-solving skills.
• Ability to follow an issue through to resolution.
• Must have the ability to work independently with a minimum amount of direct supervision
• and proper discernment.
• Ability to take initiative and organize and complete projects with minimal supervision.

Application Documents

• Cover Letter
• Resume
• List of References

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

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.

 

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