Under general direction from the CEAS Associate Director, the Center Administrator performs complex and diverse administrative and research duties in support of the day-to-day operations of the Center; develops and implements office policies; is the information management source for the Center by researching, organizing, conducting quality control, and archiving data, as well as managing communications and publicity for data and keeping the website current.Â Assists with grant and other stewardship reporting.Â Manages paperwork and on-line applications for student fellowships, travel grants, and other associated competitions.Â Attends faculty meetings. Manages office administration including assisting with the budget process and supervising student workers.Â
This a 37.5-hour-per-week position with benefits.Â During the pandemic, flexible work-from-home arrangements will be considered.
25% Manages CEAS records by researching information on East Asia faculty and students and domestic and foreign organizations, identifying fellowships and opportunities and ensuring that data is kept up-to-date and accurate; creates content, builds, and updates web pages andÂ maintains listservs; oversees email and print announcements and communications, including preparing a weekly outreach newsletter; identifies areas for improvement in information management.
25% Performs high-level administrative duties in support of office functions; attends faculty committee meetings and takes minutes; determines and implements technical, audio-visual, computer, and teleconferencing needs for CEAS meetings; assists with preparing the Centerâ™s operating budget and tracking CEAS faculty research account balances; tracks invoices and expense reimbursements; develops best practices to maintain compliance with University and federal policies and regulations; assists students, faculty, staff, and visitors with processing payments and reimbursements; assists with CEAS events as needed: including arranging faculty committee meetings; managing registration, hotel, travel, ground transportation, catering, and restaurant reservations, set-up, clean-up and paying vendors.
10% Assists with grant applications, reporting and other stewardship needs; helps maintain data with an eye toward developing listings, charts, graphs, and analysis for donor reports and grant applications/reporting, as needed; keeps data updated at all times.
10% Manages student fellowship competitions and the development of all on-line application forms.Â This work involves overseeing advertising, answering applicant questions, ensuring eligibility requirements are met, managing all administrative components for review committee work, and drafting award documentation.Â
10% Manages processing and record-keeping for undergraduate student awards and prizes, CEAS library travel grants, and graduate student conference travel grants.
10% Oversees CEAS student office assistants and liaises regarding set-up of all CEAS faculty research account-related student employment through Workday: including creating job descriptions, interviews, hiring, on-boarding, training, managing distribution of duties and work flow, and time-entry approvals.
10% Develops and maintains all general filing and record-keeping systems, including office inventories and on-line file-sharing/storage; places orders for equipment and supplies; manages office insurance, contracts, equipment leases, and maintenance requests; handles mail and shipping needs; answers all general inquiries; keeps the office in efficient working order; liaises with other Centers, faculty, students, staff, and the public in all areas of the position as appropriate.
Manage and track financial transactions.
Strong written and oral communication and effective public relation skills.
Compose original communications in English that are accurate, concise, and which effectively promote and exemplify professional discourse of the Center and the University and contribute to their reputations, as well as edit and proofread
Manage interpersonal relationships and interact/communicate with clarity, tact, diplomacy, and courtesy with staff, faculty, students and others.
Maintain confidentiality and handle sensitive/confidential situations and information with absolute discretion.
Maintain a web page (Drupal, Word Press), as well as on-line application (Wufoo) and email management (Constant Contact) systems.
Good judgment, time-management skills and ability to identify priorities and balance competing goals.
Recognize and resolve or refer problems.
Work effectively under supervision and as a part of a team.
Use or learn a range of position-related software applications and on-line systems.
Timely and keep information up-to-date and accurate.Â
Work in a fast-paced academic administrative environment.
Education, Experience, or Certifications:
High School diploma/GED required.
Bachelorâ™s degree preferred.
Proficent with Mac and PC operating systems, MS Office Suite, and Adobe Acrobat preferred.
Working knowledge with Drupal, Word Press, Wufoo, Constant Contact or other relevant website, form and email tools preferred.
Technical Knowledge or Skills:
Familiarity with the University of Chicago organization and administrative systems, policies, and procedures.
Working proficiency in an East Asian language (Chinese, Japanese of Korean).
Working Conditions and Physical Requirements:
Set up and break down events, meetings, etc.
Work some early mornings, evenings and weekends.
$20.61 - $30.17
Letter of Interest in this Position
References Contact Information (3)
Please describe examples of a) when you have successfully worked as part of a team and b) how you have handled challenging situations in the workplace.
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