Administration and Operations Coordinator

Department

BSD MED - Infectious Diseases - Chicago Center HIV Elimination- Administrative Support

About the Department

The Chicago Center of HIV Elimination, embedded within the University of Chicago's main campus in Hyde Park, is located in Chicago's HIV epicenter. Of the 20 neighborhoods in the city with high annual HIV diagnosis rates (greater than 40 per 100,000), 13 of them are no more than eight miles from the University of Chicago. This area includes 4 of the 6 communities with the highest annual diagnosis rates in the city (Washington Park, West Englewood, Greater Grand Crossing and South Shore). Our position within the hardest hit neighborhoods in Chicago provides unique opportunities to advance HIV testing and prevention interventions locally, providing tangible results to those most affected and to improve the lives of those living with and without HIV infection.

CCHE seeks to eliminate new HIV transmission events over the next 30 years (from 2011 to 2041) by using network science to target and integrate prevention as well as create structural and community-specific interventions.

Job Summary

The Administration and Operations Coordinator will be responsible for operations within the Center. This position is part of the Administrative team, supporting recruitment and operations support for recruitment, registration and general operations for the Center. The Administration and Operations Coordinator will have opportunities to work on other development tasks such as data reporting, grant writing, and strategic planning. This position will be supervised by the Manager of Administration & Operations.

This position is grant funded.

Responsibilities

• Preparing space for the day: (1) Refilling condom/lube bowls (2) Preparing water and coffee station (3) Arranging waiting area (4) Arranging conference room tables/chairs (5).

• Preparing iPads/Laptops for client check-in, Completing community member consent forms and releases of information for services and research.

• Collecting contact information and demographic information from community members for service and research follow ups.

• Supporting outreach events for recruitment for research.

• Overseeing space scheduling for meetings, interviews, and community events.

• Evenings and weekend availability for event support as needed

• Attending team meetings and required trainings.

• 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.

• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.

• 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:

• Experience working with and/or providing care to LGBT populations, Black and Latinx community members.

• Experience working in the HIV field.

• Previous administrative support experience.
   

Preferred Competencies

• Demonstrated effective leadership and teaching skills.

• Strong organizational skills.

• Strong knowledge of program subject matter.

• Strong interpersonal skills and the ability to work both independently and as part of a team.

• Flexibility.

• Creativity.

• Ability to manage stressful situations.

• Ability to maintain confidentiality.

• Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.

• Proficiency in the use of Microsoft Applications, including but not limited to Outlook, Excel, and Word.

• Demonstrated written and verbal communication skills and strong analytical skills.

• Ability to work on multiple projects.

• Ability to adapt to dynamic clinical environments such as the emergency department and work with flexible schedules.
   

Application Documents