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Administrative Coordinator

The University of Chicago

Chicago, IL

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JOB DETAILS
SALARY
$60,000–$75,000 Per Year
SKILLS
Administrative Management, Administrative Skills, Analysis Skills, Artificial Intelligence (AI), BSD (Berkeley Software Distribution) Unix Operating System, Billing, Bioinformatics, Biology, Biomedical Research, Brochures, Budget Management, Budgeting, Business Administration, Business Intelligence Software, Business Operations, Business Support, Clinical Data, Clinical Research, Communication Skills, Computer Science, Data Science, Data Warehousing, Detail Oriented, Emergency Response, Event Management, Facilities Management, Facilities and Maintenance, Financial Operations, Financial Planning, Financial Reporting, Financial Systems, Fire Safety, Informatics, Interpersonal Skills, Leadership, Leading Edge Technology, Logistics, Maintain Compliance, Multitasking, Onboarding, Online Marketing, Operational Communications, Operational Support, Operations, Operations Planning, Order Supplies, Organizational Skills, Power BI, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Purchasing/Procurement, Reconciliation, Risk Management, Service Delivery, Software Development, Statistics, Tableau, Team Player, Technical Delivery, Time Management, Travel Planning, University/School Policies, Wordpress, Writing Skills
LOCATION
Chicago, IL
POSTED
Today
Department
BSD CRI - Administration

About the Department
The Center for Research Informatics (CRI) is an organization within the Biological Sciences Division (BSD) that provides informatics resources and services to BSD faculty. Five main services comprise the CRI's operations: applications development, bioinformatics, scientific computing, data science and AI, and clinical research data warehousing. Through these service lines, the CRI enables research of the highest scientific merit and advances the state of the art of clinical and translational informatics. TheCRI recruits exceptional candidates looking to leverage state-of-the-art technologies to deliver innovative and exciting solutions to biomedical researchers.

Job Summary
The CRI is seeking a motivated Administrative Coordinator to provide administrative, operational, financial, and communications support to ensure the efficient day-to-day functioning of the Center and its teams. Working closely with the Senior Business Administrator, this role supports a broad range of activities including event coordination, recharge operations billing support, procurement, and operational and financial planning. Additional responsibilities include supporting office operations, assisting with process improvement initiatives, and providing support for other operational and administrative needs as they arise. This position will support two federal recharge operations. The ideal candidate is highly organized, detail-oriented, proactive, and able to effectively manage competing priorities in a collaborative, fast-paced environment.

Responsibilities
  • Works under the supervision of the Senior Business Administrator, in collaboration with the Administrative Director to support Center business operations.
  • Performs administrative, operational and financial duties in support of Center functions.
  • Supports daily operations and collaborates with leadership to resolve complex issues.
  • Coordinates planning and logistics for meetings, workshops, and special events.
  • Supports onsite event operations to ensure successful execution of program activities.
  • Assists with invoice processing, billing support, cost transfers, and financial tracking using University financial systems.
  • Assists with procurement activities and expense reconciliation using University procurement systems.
  • Supports budget monitoring and financial reporting.
  • Supports remote and hybrid staff and maintains the physical office environment, including ordering supplies and coordinating facilities and maintenance requests.
  • Assist with booking employee travel arrangements.
  • Prepares Center communications and announcements.
  • Assist with the development and maintenance of program communications and materials, including training resources, brochures, marketing materials and website content.
  • Assist with coordinating and maintaining administrative, security and financial operations and records for the Center.
  • Helps ensure compliance with University policies and procedures and assists with risk management.
  • Supports onboarding tasks and other unit HR related activities.
  • Remains informed of University programs, initiatives, and operational updates, communicating relevant information to leadership as appropriate.
  • Serves as a liaison between the Center and other University, BSD, and UCM departments, external partners, and vendors as needed.
  • Assists leadership with special projects and performs other related duties as assigned.
  • Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
  • Analyzes program budgets and uses a moderate/high level of authority to recommend or makes budgetary recommendations.
  • Interacts with faculty, researchers and staff for committee work or information.
  • Performs other related work as needed.
Minimum Qualifications

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

Work Experience:
Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:
  • Bachelor's degree.
Experience:
  • Experience in an administrative or related role.
  • Experience with University of Chicago FST systems.
  • Experience with recharge center operations.
  • Experience with REDCap.
  • Experience with business intelligence and visualization tools (e.g. PowerBI, Tableau).
  • Experience with WordPress.
Preferred Competencies
  • Demonstrates a high level of professionalism and confidentiality.
  • Performs effectively in a fast-paced, dynamic environment.
  • Excellent verbal, written, and interpersonal communication skills.
  • Strong organizational skills with exceptional attention to detail.
  • Ability to work both independently and collaboratively across teams.
  • Demonstrates resilience, resourcefulness, adaptability and sound judgment.
  • Strong problem-solving, critical thinking, and analytical skills.
  • Self-motivated with a high degree of initiative and intellectual curiosity.
  • Ability to effectively manage multiple priorities and deadlines.
Working Conditions
  • Primarily remote office environment.
  • Able to navigate campus and work in a hybrid office environment as needed.
Application Documents
  • Resume/CV (required)
  • Cover Letter (preferred)


When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
Administration & Management

Role Impact
Individual Contributor

Scheduled Weekly Hours
40

Drug Test Required
No

Health Screen Required
No

Motor Vehicle Record Inquiry Required
No

Pay Rate Type
Salary

FLSA Status
Exempt

Pay Range
$60,000.00 - $75,000.00
The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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