This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/11923123 Department
BSD HGD - Administration
About the Department
The Department of Human Genetics is the home within the Division of
Biological Sciences for the study of basic principles of genetics and
genomics as applied to human evolution, health, and disease. We provide
broad training in field work, experimental genetics and genomics,
statistical and population genetics, bioinformatics, and clinical
molecular genetics. Our faculty bridge between basic and clinical
research, and perform studies in people as well as in animal and cell
models, and train students for careers in academia, industry, and
medicine. The highly focused and integrated research in HG has resulted
in extensive networks of collaboration among our faculty, as well as
with faculty in other departments and divisions of the university.
Science, including genetics, plays a central role in many crucial issues
of our time. We are committed to generating rigorous scientific
knowledge, training future scientists, and preparing our students to be
well-informed citizens in a democratic society. We have an unwavering
commitment to diversity, inclusion, free expression, and open discourse.
These values are at the core of our roles as scientists, as teachers,
and as citizens of a free society.
Job Summary
This job provides administrative support within the Department of Human
Genetics, which consists of faculty, administrative and research staff
as well as students and visitors. This role will interact with and
support multiple faculty members on a regular basis as well as members
of their lab. This role will also assist other administrative staff with
day-to-day operations, financial transactions, reporting, projects,
events/meetings, and will interact with centralized offices throughout
the University of Chicago. The ideal candidate will maintain a
professional demeanor, work well under time sensitive deadlines, exhibit
good communication skills, be well organized, utilize available
resources, and be able to prioritize requests from multiple people.
Responsibilities
- Provide administrative support to multiple faculty members within
the department.
- Process reimbursements/payments for faculty, staff and students.
- Maintain calendars / conference room schedules.
- Coordinate meetings within the department - food orders, room set
up.
- Assist with the preparation of presentations, reports and
correspondence.
- Coordinate travel arrangements and itineraries.
- Assist with organizing ad hoc and regular departmental events.
- Assist with seminar series speakers.
- Coordinate the visits of speakers and others to the department:
Prepare itineraries, assist visitors with travel arrangements,
process travel reimbursements.
- May assist with maintenance of the department website and email
distribution lists.
- Provide coverage for other administrative staff as needed.
- Check and distribute mail, order office supplies as needed.
- Triages emails and telephone calls for action. Resolves mostly
routine and some complex inquiries.
- Prepare special reports and summaries, assists in managing daily
operation of the office, and may assist in developing administrative
goals and policies.
- Coordinates special projects as directed by the leader. Prepares
write ups for recommendations for operational and administrative
problems. Prepares financial and/or administrative reports.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include vocational training, apprenticeships or the
equivalent experience in related field (not typically required to have a
four-year degree).
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Work Experience:
Minimum re uirements include knowledge and skills developed through 2-5
years of work experience in a related job discipline.
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Certifications:
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Preferred Qualifications
Experience:
- Previous Administrative Assistant experience - meeting planning/set
up, reimbursement processing, maintaining calendars, travel
arrangements and itineraries.
- Knowledge of Buysite and GEMS or similar reimbursement/payment
systems.
- Familiarity with central administration within a complex research
university environment.
Preferred Competencies
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Ability to handle public contacts with courtesy, clarity, and diplomacy.
Ability to handle sensitive and confidential situations and information
with absolute discretion.
Ability to maintain calm and courteous demeanor and to work productively
despite heavy workload, competing priorities, complex problems, and
tight deadlines.
Excellent problem