Tracks access, use and availability of approximately 30 offices used by short-term visitors, researchers, and staff; oversees contractors on improvements or changes to offices and office space; acts as first point of contact for visitors with requests related to offices; manages building access for all.
Manages all keys and short term access cards - includes ordering new keys, providing keys to new arrivals, and collecting keys upon departure.
Main contact for office and building lockouts.
Works with facilities on repairs and areas needing preventive maintenance.
Point of contact for Chicago Economics Experience Museum.
Oversees telephone services, email correspondence, and mail distribution.
Supports leadership, finance, human resources, and communications teams on a wide range of key functions that enable overall success, including: day-to-day purchase of supplies, goods, and services; stocking and replenishing of supplies, event and project support; IT and other inventory tracking; and overall office management.(IT, telecom, vendor engagement, etc.).
Maintains printers/copy machines
Works with Social Services Computing Systems and Proven IT to update machines and add new employees into the system.Â
Tracks BFI equipment.
Sets up offices as well as schedules removal of personal items and equipment in office spaces.
In cooperation with the Human Resource Coordinator, orders IT equipment for new hires and assists with the general hiring and onboarding process as needed.
Works in collaboration with Human Resources Coordinator ot organize BFI celebrations and Employee Engagement activities.
Assists, as needed, on particular financial duties in coordination with the Director of Finance and Operations and Administrative Assistant.
Helps with specific aspects of the Visitor Program, working closely with the Associate Director, Events & Academic Programs.
Coordinates the purchasing of staff business cards and BFI Swag
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.
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar.
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.
High school diploma.
Bachelor's degree in business or related field.Â
A minimum of five years of progressively responsible administrative experience.
Technical Skills or Knowledge:
Proficient in the use of Buysite and GEMS.
Passion for making organizations and teams work.
Self-starter with high level of attention to detail.
Strong written, interpersonal, and verbal communication skills.
Manage multiple projects simultaneously and meet tight deadlines.
Excellent organizational skills.
Interest in overall employee experience and ability to positively impact that experience.
Work both independently and as a team member.
Knowledge of procurement and finance.
Superior degree of professionalism.
High level of customer service.
Cover Letter (required)
References Contact Information (3)(required)
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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: JR11428
About University of Chicago (UC)
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