Business Coordinator
The University of Chicago

Department

PSD Physics: Administration and Staff

About the Department

The Department of Physics at The University of Chicago was established in 1893 by A. A. Michaelson. As then, the Physics Department continues to pride itself on cross-disciplinary research which is carried out over several multi-disciplinary institutes and centers: the Enrico Fermi Institute, the James Franck Institute, the Institute for Molecular Engineering, the Institute for Biophysical Dynamics, the Kavli Institute for Cosmological Physics, the Kadanoff Center for Theoretical Physics, and the Computation Institute. The Physics Department values the benefits that diversity brings to life and science. We are committed to building and maintaining an inclusive environment that places the highest value on rigorous inquiry encouraging diverse perspectives, intellectual engagement and exchange.

Job Summary

Under the direction of the Department Administrator, the Business Coordinator provides support for a variety of business processes, financial tasks, events, and related departmental activities for the Department of Physics. This position supports the Department Administrator with the academic appointments and general hiring processes for the department.

Responsibilities

• Coordinates and tracks the postdoc and Other Academic Appointee cases, to include handling any applicable visa requests.
  
• Manages the student hires for the department, serving as a Time Approver for all student workers.
  
• In collaboration with the HR Generalist and Department Administrator, assists with employee hiring as needed.
  
• Responsible for 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).
  
• Submits purchase orders and related invoices to Shared Services Office for processing.
  
• Responsible for office management to include ordering and troubleshooting office equipment, maintaining office supplies, and distribution of office keys.
  
• Reserves conference rooms, responsible for catering orders, set-up and clean-up.
  
• Serves as the main point of contact for weekly lectures, and other conferences and workshops hosted by the department.
  
• Arranges logistics for student outreach projects and other departmental events as needed.
  
• Provides office coverage and serves as back-up support for other administrative staff as needed.
  
• Stays informed of activities relating to programs and initiatives, apprising the Department Administrator of issues when deemed necessary.
  
• Triages emails and telephone calls for action.
  
• Resolves mostly routine and some complex inquiries.
  
• 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.
  
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
  
• 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

Education:

• Relevant post-high school training and/or some college education is a plus.
  

Experience:

• Knowledge of MS Office (Word, Excel, PowerPoint).
  
• Experience with Google Drive, Google Calendar.
  
• Previous administrative experience strongly preferred.
  
• Experience working in an academic setting.
  

Preferred Competencies

• Strong attention to detail.
  
• Ability to work independently and as part of a team.
  
• Ability to communicate effectively, both verbally and in writing and to compose effective and efficient reports and correspondence.
  
• Ability to maintain confidentiality.
  
• Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.
  
• Ability to interact and communicate with clarity, tact and courtesy with prospective students, staff, faculty, students and others.
  

Application Documents

• Resume (required)
  
• Cover Letter (preferred)
  
• List of three references (preferred)
  

When applying, the document(s) MUSTbe 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

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.

This job has expired.