Business Coordinator

Department
 

PSD Computer Science: Administration and Staff

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 academic departments and several interdisciplinary research institutes and centers.

Job Summary
 

The job provides specialized business support for routine 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

• Working with faculty hosts, oversee all aspects of weekly seminars – contacting speakers, arranging accommodations, setting schedules, making reservations, sending out announcements, track, review and submit reimbursement requests.

• Activates Zoom and in-person AV technology under the guidance of the AV Manager.

• Provides support to faculty, postdocs, research staff, students, and visitors with research-related activities, such as purchasing assistance, and travel.

• Liaison with Communications staff to ensure talks are promoted.

• Responsible for reviewing, 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, Oracle, etc.).

• Create slides/flyers for department video boards (i.e. seminar announcements, department news, and department photos).

• Set up zoom meetings and ensures AV is up and running for seminars.

• Assist faculty and postdocs with reimbursement in GEMS.

• Assist Manager with event planning/coordinating, such as the prospective/admitted student visits, department beginning and end of year celebrations and holiday parties.

• Provides office coverage and serves as back-up support for other administrative staff as needed.

• Provides confidential administrative support to the Instructional Faculty, as requested. This includes assisting with travel reimbursements and catering, setting up rooms, etc.

• 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.

• May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.

• 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:

---

Preferred Qualifications

Experience:       

• Experience working with Adobe Illustrator.

• Experience running AV for meetings/talks.

Technical Knowledge or Skills:

• Knowledge of University of Chicago financial accounting system and computer systems.

Preferred Competencies

• Familiarity with central administration within a complex research university environment.

• Excellent problem-solving skills.

• Excellent oral and written communication skills.

• Excellent interpersonal and customer service skills.

• Ability to handle public with courtesy, clarity, and diplomacy.

• Ability to handle sensitive and confidential situations and information with absolute discretion.

• Ability to maintain calm and courteous demeanor and to work productively despite workload, competing priorities, complex problems, and tight deadlines.

• Ability to use appropriate resources to resolve an issue.

• Considerable skill in working both independently and as a team member.

• Ability to take initiative and organize and compl