ARC/OSRF Business Specialist

Department
 

BSD ARC - Administration

About the Department
 

The Animal Resources Center (ARC) at The University of Chicago is responsible for the use and care of all research animals on campus. The ARC manages 8 facilities and a business office. Its sections are as follows: husbandry, maintenance, operations, veterinary care, finance and administration. The unit merged with the Office of Shared Research Facilities (OSRF) managing all of the BSD cores on campus.

Job Summary
 

Perform advanced, diversified operations support for leadership positions in the Animal Resources Center (ARC) and Office of Shared Research Facilities (OSRF). Relieve senior management of as much administrative/business detail as possible. Stay informed of activities relating to the unit and to University programs and research initiatives, apprising the executive team of issues when deemed necessary. Coordinate information flow and data collection from ARC/OSRF and represent senior management to other University executives, other University offices and outside agencies.

Responsibilities

• Manages information from iACUC/IBC and disseminates to ARC/OSRF Leadership and stakeholders.  This may include but is not limited to protocols, data collection, room sheet submissions, and deciphering completeness of tasks serving as a liaison between these governing bodies and leadership.

• Contributes to or may lead short term projects through data analysis for improving operational efficiencies (ex. facility sanitization, and environmental monitoring) while working closely with the Operations team and assist with PI request implementation.

• Work with vendors and other external representatives in obtaining quotes or information regarding supplies and equipment, work with Finance group on procurement requirements for purchasing materials.

• Resolves routine and complex internal/external inquiries with limited supervision, refers inquiries to the appropriate person and act as a liaison or resource person and follow-up to ensure complete and timely responses ensuring the management team is prepared for meetings and events.

• Serves in a project and operational administrator capacity, planning, organizing, and coordinating meetings/conferences, lean management principles (E4L) trainings and special events, ensuring the management team is prepared through compiling data, statistics, and other information and materials.

• Responsible for working with faculty/senior management in identifying problems and resolving issues relevant to projects, meetings or events.

• Responsible for ensuring operational effectiveness within department, including but not limited to overall timely delivery and outcome of information flow for the unit.

• Manage reconciliation with credit card purchases.

• Contributes to or may lead the coordination of departmental recognition program.

• Assist with human resources activities, tasks, and announcements, work closely with the Director of Strategic Operations and the Director of Finance & Administration on preparing required documentation submitted to BSD human resources.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degree, relevant to a scientific field.

Experience:

• 2-3 years of progressively responsible administrative/business office experience.

• Prior experience in an academic and/or biomedical research environment.

Preferred Competencies

• Excellent communication, organizational and strategic planning skills

• Experience with software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent)

• Knowledge of website design

• Ability to work under pressure to meet deadlines

• Ability to interact and communicate with vendors, Principal Investigators and other members of the University while managing information flow for leaders

• Ability to take initiative, organize and complete projects with minimal supervision

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

• Ability to decipher data and information to triage complex situations and assignments

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

• Considerable skill in wor