Business Assistant

Department

PSD Computer Science: Administration Support

About the Department

The Department of Computer Science is an academic department that has a rich history of advancing and defining new fields of discovery in the physical sciences and computer science, and this tradition continues today. Our inquiry and impact spans from the edge of theory to human-computer interaction to Data Science. We are part of the Physical Sciences Division, which includes departments and a number of interdisciplinary research institutes and centers.

Job Summary

This role provides business support within established procedures regarding office and location 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, office and/or business support services.

Responsibilities

• Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• Schedules meeting rooms as requested.
• Sets up and breaks down selected events. This will include setting up and taking down tables and any other items that are used for that day.
• Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
• Posts talks to bulletin boards and creates flyers for monitors.
• Performs copy-editing of letters and reports.
• Assists visitors with travel arrangements.
• Processes students, visitors, postdoc and faculty reimbursements through TEMS, ServiceNow and ePayment.
• Assists other members of the office staff as needed.
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• 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 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• A minimum of two years clerical/administrative experience.

Technical Skills or Knowledge:

• Proficiency with Outlook.
• Proficiency with Microsoft Office.

Preferred Competencies

• Excellent oral and written communication skills.
• Excellent interpersonal and customer service skills.
• Handle public contact with courtesy, clarity, and diplomacy.
• Maintain strict confidentiality when handling sensitive information and situations.
• Maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Excellent problem-solving skills.
• Work both independently and as a team member.
• Take initiative and organize and complete projects with minimal supervision.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)
• References Contact Information (3)(required)

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

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$16.97 - $28.27

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid ti