Department Administrative Assistant

Department
 

PSD Geophysical Sciences: Administration and Staff

About the Department
 

The Department of the Geophysical Sciences provides a vibrant venue in which scientists carry out research across several broad subject areas that span the past, present, and future evolution of the Earth, its life, and its cosmic environment. We pride ourselves in the innovative and interdisciplinary research of highly accomplished faculty, postdocs, graduate students, and undergraduates, all of whom push the boundaries of their respective fields.
The Department supports a PhD program in Geophysical Sciences while offering undergraduate degrees in both Geophysical Sciences and Environmental Science which allow students to discover, learn, and share knowledge about the natural processes that have and continue to shape our world and other planetary bodies. The Department is committed to fostering an environment where individuals from all backgrounds can grow and become the unique scientists they wish to be.

Job Summary
 

Under the direction of the Department Administrator, this position assists department administrative staff with projects and operational duties of the department office. This position also assists faculty, postdocs, students, research staff, and visitors with research-related activities, such as expense reimbursements, purchasing assistance, and travel.

Responsibilities

• Oversee postdoc and visitor appointments, advise faculty on postdoc job postings. Submit appointment new hire and reappointment cases to the Dean’s Office, process visa paperwork as needed.

• Assist with administrative needs of new MS program and current undergraduate program. This could include course scheduling, course catalog updates, and track student progress.

• Assist with event planning/coordinating, such as the prospective/admitted student visits, department beginning and end of year celebrations and holiday parties.

• Working with faculty hosts, oversee all aspects of weekly seminars – contacting speakers, arranging accommodations, setting schedules, making reservations, sending out announcements, track, review and submit reimbursement requests.

• Handle AV set up and recording of weekly seminar, defense talks, and faculty meetings.

• Responsible for reviewing, processing, and tracking financial transactions such as GEMS expense reports, reimbursements for visitors/graduate students/postdocs, and paying departmental invoices to vendors (using GEMS card, ePayments, etc.).

• Assist faculty and postdocs with reimbursement in GEMS.

• Provides support to faculty, postdocs, research staff, students, and visitors with research-related activities, such as purchasing assistance, and travel.

• Manage department subscription with Urban Canopy (office composting).

• Create slides for department video boards (i.e. seminar announcements, department news, and department photos).

• Make regular updates to department photo video board.

• Work with building manager to oversee scheduling maintenance, license plates, city stickers, etc. for department field vehicle.

• Provides office coverage and serves as back-up support for other administrative staff as needed.

• 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.

• 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.

• 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 working with Adobe Illustrator.

• Experience running AV for meetings/talks.

Technical Skills or Knowledge:

• Knowledge of University of Chicago financial accounting system and computer systems.

Preferred Competencies

• Familiarity with central administration within a complex research university environment.

• Excellent problem-solving skills.

• Excellent oral and written communication skills.

• Excellent interpersonal and customer service skills.

• Ability to handle public with 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 workload, competing priorities, complex problems, and tight deadlines.

• Ability to use appropriate resources to resolve an issue.

• Considerable skill in working both independently and as a team member.

• Ability to take initiative and organize and complete projects with minimal supervision.

• Able to use or learn a range of position-related software application.

Working Conditions

• Standard office environment.

• Lift and/or move objects up to 25 lbs.

• Walk around campus.

• Infrequent evening or weekend work.

Application Documents

• Resume (required)

• Cover Letter (required)

• Three Professional References Contact Information (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
 

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
 

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.