This position reports to the Departmental Administrator and will function as the primary administrative support to the Administrator and Chair and some faculty.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.Answers all incoming phone calls and directs accordingly.Responsible for answering basic informational questions regarding the Department of Mathematics and will direct the caller/visitor to other appropriate identified resources. Processes most receipts, bills and office orders and manages office supplies as well. Assist administration staff in the following activities: clerical work, office and building support, and event planning. Coordinate Departmental communications, including maintaining and updating directories, (including photography), maintaining subscription services, etc.Coordinate office moves. Maintain copy and coffee machines. Troubleshoot the machines.
Assists with the compilation of faculty cases to the administration.
Collects materials for and assists with preparation and maintenance of applicant files.
Miscellaneous Projects and Duties to include: Compilation of Departmental Directory (Faculty, Staff, and Students).Compilation of student mailbox assignments list (updated quarterly).
Assists in academic year and summer outreach programs.
Maintain database spreadsheets.
Requisitions for new phone line set up, line charge, Ethernet requests and reports problems to Networking Service and Information Technologies (NSIT) office.
Assists the Departmental Administrator with preparing offices for incoming faculty and students.
Responsible for assisting Student Service Representative with many aspects of graduate student applications.
Assists with preparation and maintenance of graduate student files.
Collects materials for and assembles packets for mailings and events (orientation, recruitment visits, etc.).
Assists with sending out rejection letters.
Assist faculty and staff members with purchases, reimbursements and travel.
Process purchase orders for departmental orders.
Answer telephone, and take messages.
Run errands as necessary to other buildings around campus.
Monitor and order supplies for copy machines and coffee machine.
Troubleshoot the machines when necessary.
Call and handle service calls for these machines when necessary.
Prepare labels, envelopes, documents, reports, etc.
Other duties, as assigned.
Familiarity with central administration within a complex research university environment, preferred
Excellent oral and written communication skills; excellent interpersonal and customer service skills, required
Ability to handle public contact with courtesy, clarity, and diplomacy, required
Ability to handle sensitive and confidential situations and information with absolute discretion, required
Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines, required.
Excellent problem-solving skills, preferred.
Ability to use appropriate resources to resolve an issue, required.
Considerable skill in working both independently and as a team member, required.
Ability to take initiative and organize and complete projects with minimal supervision, required.
Able to use or learn a range of position-related software applications.
Ability to lift 50 pounds.
Education and Experience:
High school diploma or GED, required
A minimum of one year clerical/ administrative experience, preferred
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
Salary Range: $18.52 - $27.12
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR04382
About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.