Business Coordinator

Department

PSD Mathematics: Administration and Staff

About the Department

The Department of Mathematics at the University of Chicago is one of the most exciting places in the world to do mathematics. We have over 30 tenured and tenure-track faculty working in areas as various as combinatorics, algebraic geometry, number theory, pure and applied analysis, representation theory, probability, geometry, topology, dynamical systems, logic, and financial mathematics, along with a similar number of Dickson Instructors. The research environment in the department is very lively, with seminars meeting virtually every day of the week and a constant stream of visitors. In addition, the department hosts regular colloquia, and several annual lecture series. We offer our different undergraduate programs of study (B.S. in Mathematics, B.A. in Mathematics, B.S in Applied Mathematics, B.S. with a specialization in Economics), a Minor in Mathematics, and we collaborate with the Departments of Computer Science and Statistics to offer a B.S. in Computational and Applied Mathematics. Typically, around 10% of graduating seniors in the College graduate with degrees in mathematics.

Job Summary

The Business Coordinator reports to the Department Manager and will function as an administrative support to the Manager, faculty, and visitors. This position is the first face of the Department of Mathematics and should be a positive, welcoming presence both on the phone and in person. Must be able to handle high and low levels of activity. Process of expense reimbursement in GEMS, travel expense reimbursements in Service Now, and process payment in Oracle. Assist administration staff in clerical work, office, and event planning.

Responsibilities

• Responsible for the assignments of approximately 500 room requests in Astra.

• Serves as a representative for the department, greeting all faculty, staff, students, visitors, and vendors with the highest level of professionalism.

• Responsible for the departmental colloquium, including creating, emailing, and posting colloquium announcements, and communicating with speakers to determine AV needs and talk details.

• Event coordination for daily teas, annual dinner, named lectures, and other conferences as requested.

• Executes day-to-day event logistics and other moderately complex assignments with guidance from others.

• Responsible for AV for the departmental colloquium, including AV hires, time approval for AV help, and ensuring we have the appropriate equipment.

• Responsible for website updates for the departmental colloquium.

• Selects locations and caterers, negotiates contracts with vendors, oversees communications and publicity and identifies the overall needs to make the event successful.

• Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.

• Maintain bulletin boards and signage.

• Assists faculty and staff members with purchases, processing Gems reports.

• Monitor and stock four kitchens weekly.

• Accept and distribute all mail and packages.

• Assist other members of the Office Staff as needed.

• 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:

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Preferred Qualifications

Experience:

• Working in an academic setting.

Technical Skills or Knowledge:

• Experience with computer programs such as Zoom, Microsoft Word and Excel, standard email and internet applications.

• Knowledge of University of Chicago financial accounting systems.

Preferred Competencies

• Excellent oral and written communication skills.

• Excellen