Development Assistant & Front Office Lead – Operations

Department
 

BSD DEV - Operations - Human Resources

About the Department
 

Medicine and Biological Sciences Development’s mission is to inspire and facilitate philanthropy at the University of Chicago Medicine by building relationships with those who share its goals of advancing excellence in research, education, community, and patient care. We accomplish this mission through expertise, integrity, creativity, and collaboration.

Job Summary
 

The job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance.

Responsibilities

• A member of the Operations team, collaborates with each member of the team to ensure all Medicine & Biological Sciences Development (MBSD) staff have the tools and resources needed to perform their jobs efficiently and effectively.

• Manages the daily operation of the Front Desk, and leads in developing administrative goals and policies.

• As the first point of contact for all who enter the MSBD office, greets, hosts, and assists donors, prospective donors, faculty members, volunteers, trustees, job candidates, and vendors, creating and fostering an excellent guest experience.

• Manages incoming emails and telephone calls and takes the appropriate action for answering or resolving questions while providing the highest level of customer service.  Responsible for overseeing the main MBSD telephone line, and providing auxiliary support for the Associate Director for the Vice President, and the Vice President.

• Provides support for on-site and virtual meeting set-up and support for a host of virtual, hybrid and in-person meetings.

• Serves as the primary lead for resolving and tracking all requests from MBSD staff via the Operations Services email account. Manages the resolution of routine and complex inquiries, seeing each through to completion, while ensuring a positive outcome and maintaining the highest level of customer service.

• Reviews the contents of all incoming mail, is accountable for ensuring checks are processed by the appropriate MBSD delegate.

• Processes reimbursements for Operations Team and other MBSD teams as needed. 

• Plans and coordinates office-wide events, including but not limited to celebrations, staff meetings, retreats, and other ad-hoc meetings and gatherings. In doing so, they are responsible for managing catering and coordinating room configuration, AV, and other logistics to ensure a seamless event.

• Supports the complex and varying recruiting needs of MBSD Human Resources. Including scheduling diverse and complex interviews and travel arrangements, as well as meetings that involve faculty members and executive level staff and candidates.

• Responsible for creating a content calendar and building proactive and engaging content for the MBSD office video screen for strategic office communication.

• Partners with hiring managers and MBSD operations team to execute onboarding and off boarding tasks.

• Responsible for maintaining well-organized and accurate confidential records, both hard copy and electronic files to ensure compliance with University-wide legal procedures.

• 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

Experience:

• 2+ years professional work experience in administrative or office management.

Preferred Competencies

• Outstanding interpersonal and communications skills characterized by the ability to write well with a strong commitment to customer service.

• Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.

• Ability to work well within a team of highly motivated individuals.

• Ability to maintain confidentiality.

• Ability to learn and manipulate databases.

• Excellent diplomatic skills.

Application Documents

• Resume (required)

• Cover Letter (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
 

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.