Job Description:

• Independently performs high-level operational duties in support of the Instituteâ™s functions, including support for all departments, programs, and initiatives.
• Oversees renovation projects across multiple spaces, managing timelines, budgets, and coordination with contractors and stakeholders to ensure successful project completion.
• Makes recommendations to leadership (Faculty & Executive Director) on space allocations.
• Oversees office functions by developing and implementing efficient operational procedures and policies to support organizational goals for the Instituteâ™s many spaces.
• Ensures optimal functionality and cleanliness of facilities within the Institute's portfolio by conducting routine inspections, coordinating maintenance and repairs, managing work orders and custodial services, and submitting capital project requests as needed.
• Oversees allocation and management of all workspaces and storage spaces: tracks access, use, and availability of offices used by short-term visitors, fellows, researchers, and staff; oversees contractors on improvements or changes to office spaces; and acts as the first point of contact for visitors with requests related to offices and building access.
• Determines the legitimacy of access and manages facility access via CBORD, keys, and short-term access cards. Observes and reports any security issues or irregularities in and around facilities in the Instituteâ™s portfolio.
• Receives requests for facilities services and supervises delivery of appropriate services. Oversees telephone services, email correspondence, and mail distribution.
• In coordination with the Human Resources Manager, coordinates IT equipment for new hires and assists with the general onboarding as needed, as well as off-boarding of staff and visitors.
• Works with Social Services Computing Systems (SSCS) and Central IT Services to update machines and add new employees into the system. Maintains printers/copy machines and tracks equipment.
• Provides coverage during coverage gaps due to absence, leaves of absence, vacancies, etc.
• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts.  Preparing and monitoring the budget for a unit.
• Researches and analyzes data to create reports, and may create other reports for grants and contracts.
• Performs other related work as needed.

Preferred Qualifications

Education:

• Bachelor's degree in business or related field.

Technical Skills or Knowledge:

• Knowledge of procurement, finance, and HR systems.

Preferred Competencies

• Possess a passion for making organizations and teamwork.
• 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 positively impact that experience.
• Work both independently and as a team member.
• Superior degree of professionalism.

Working Conditions

• Office environment; writing and typing, work at a computer for multiple hours.
• Fast-paced environment.

Application Documents

• Resume/CV (required)
• Cover Letter to include interest in position (required)
• References Contact Information (3)(required)

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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

About University of Chicago (UC)

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