Administrative Manager, Student Wellness Center

Department

CSL SHS: Leadership

About the Department

As part of Campus and Student Life at the University of Chicago, UChicago Student Wellness (SW) integrates multiple services related to care of the students’ health and well-being. Located in the Student Wellness Center, UChicago Student Wellness provides primary care, counseling, psychiatry, and health promotion services to eligible students. Our mission is to provide students with comprehensive health, counseling, and wellness services to support their academic, personal, and professional success, and our vision is to redefine the field by providing exceptional, integrated wellness services that enable students to thrive. These efforts are supported by our iCARE values – inclusion, collaboration, agility, respect, and excellence – which guide our efforts to provide exceptional care to our students in a safe and welcoming environment.

Job Summary

Reporting to the Assistant Vice President of Student Wellness, the job provides business and administrative support to UChicago Student Wellness Leadership within established procedures regarding office and support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, offices, and/or business support services.

Responsibilities

• Provides calendaring support to the AVP, including managing Outlook and PNC calendars, and scheduling ad-hoc and recurring meetings. Process expenses and travel-related reports for the AVP. 

• Assists AVP in navigating IT issues and troubleshooting problems. Provides administrative support for recruiting and hiring senior leadership candidates.

• Provides occasional calendaring support to SW Unit Directors.

• Provides administrative support to the Health Promotion unit in the following areas - processing occasional expense reports for computer supplies and catering, hiring and onboarding of new staff, coordination of the Student Health Advisory Board (SHAB), and assists with coordination of large programs like the flu clinics and Wellapalooza.   

• Responsible for processing and tracking financial transactions, including: processing GEMS expense reports, processing reimbursements, submitting purchase orders and related invoices to SSO for processing, and paying departmental invoices to vendors (using GEMS card, ePayments).

• Maintains office and kitchen supplies (paper, printer toner, coffee supplies, utensils, water, etc.). Orders PPE, tech equipment, and office supplies for administrative and wellness coordination teams. 

• Has the capability to update SW website as needed.

• Event Support, which includes: assists with room/space reservations for all-staff  meetings and special events, assists with catering/food orders, and provides staff support at programs and special events- assists with set-up and clean up.

• Works with the Director of Operations and Manager of Operations to support facilities and custodial services as needed.

• Works collaboratively with other SW administrative managers to foster teamwork, provide backup support, anticipate and troubleshoot problems proactively. Coordinates onboarding of new SW staff to ensure consistency and accuracy of information being provided.

• Works collaboratively with the Compliance and Accreditation Manager to support policy development, dissemination, and compliance tracking.

• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.

• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from the leader's office to the University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.

• 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, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.

• 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 7+ years of work experience in a rela