Administrative Coordinator

Department

PSD Data Science: Administration Support

About the Department

The Data Science Institute (DSI) at the University of Chicago was established to support the development of emerging efforts in data science across the University. The staff in the Data Science Institute support the University’s community of scholars, their shared ideals, and the core values that make the University a singular intellectual destination. Together with the University's deans and department chairs, the Data Science Institute provides the opportunities, infrastructure, and resources that encourage our faculty and other scholars to pursue their finest work. We are part of the Physical Sciences Division which includes departments and several interdisciplinary research institutes and centers.

Job Summary

Reporting to the Building and Operations Manager, performs complex and diverse administrative duties in support of the day-to-day operations of the Data Science Institute (DSI).

Responsibilities

• Performs high-level administrative duties in support of office functions.
• Provides event and administrative support, which includes but is not limited to, booking conference rooms and assembling necessary paperwork; processing reimbursements, coordinating travel, and other general administrative support responsibilities.
• Monitors and orders office supplies. Oversees and maintains the physical office space, ordering equipment, basic repairs and upgrades.
• Coordinates internal resources for event and meeting facilitation; room set-ups, audio /visual equipment, and external rental equipment.
• Assists in other personnel matters, including faculty and staff recruitment and onboarding processes.
• Maintains visitor sign in log, locker log, and student storage log and archives.
• Provides customer service to all users and visitors of DSI office locations.
• Stays informed of activities relating to programs and initiatives occurring across the DSI portfolio and locations.
• Completes ad hoc room bookings at reception desk and via DSI bookings email for authorized individuals through Skedda system.
• Manages accounts and receives, processes, and tracks bills and expense reimbursements on behalf of DSI.
• Works with faculty, staff, procurement specialists, and other administrators to fulfill all routine aspects of the procurement process, including purchasing and internal requisitions.
• Manages special projects or functions related to the business of the organizational unit.
• Adapts workflows to accommodate needs, priorities, and faculty and leadership expectations.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the unit's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• 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).

Work Experience:

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

Certifications:

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Preferred Qualifications

Education:

• High School diploma.

Technical Skills or Knowledge:

• University of Chicago experience with the GEMS system.
• High level of fluency in word processing, presentation, and spreadsheet software (e.g. Google Suite, MS Office, including Word, Excel, PowerPoint and Outlook).
• Computer knowledge sufficient to use many diverse administrative computer applications.
• Knowledge of word processing, graphics, data management and spreadsheet software.

Preferred Competencies

• High level of attention to detail.
• Excellent problem-solving skills.
• Strong written and presentation skills.
• Considerable skill in working both independently and as a team member.
• Take initiative and organize and complete projects with minimal supervision.
• Experience at negotiating i