Location: Chicago, IL Job Description: Responsible for day-to-day office management. Work collaboratively with the IPPH leadership team to develop new, imaginative, or innovative solutions, services, and/or processes to improve department operations. Welcome and assist IPPH faculty, clinical research participants, staff, visitors, and others with professionalism and sensitivity, addressing their inquiries and requests for assistance with tact and courtesy. Develops and manages communications by assisting in creating and revising program materials, including brochures and website content under the direction of IPPH leadership. Oversees and maintains the physical office space, ordering equipment, repairs, and upgrades. Oversee purchasing and procurement of non-routine equipment and materials; ensure materials and equipment inventories are adequate. Has oversight of funds/budget line items allocated for IPPH supplies and maintains supply and inventory documentation, through the management of a centralized repository for IPPH office, research, and clinical research supplies.
Oversees day-to-day financial processes, payment of invoices, the purchase of goods and services, and the processing of reimbursements. Monitors and reconciles accounts. Researches, compiles, and analyzes data to create reports, presentations, proposals, and other documents, including, but not limited to operational, financial, and monthly reports. Ensures compliance with relevant University policies and guidelines. Frequently adapt, combine, or make improvements to services, processes, and programs. Train and assist staff with computer program usage.
Supports research projects and/or program development and implementation. Effectively interacts with both internal and external executives and staff, as well as consultants, to create projects and/or program design and ensure the success of projects and initiatives. Coordinates logistics of major events, and assists in planning events. Prioritizes and manages multiple projects simultaneously and follows through on issues promptly. Provide support for the specific requirements of IPPH Research Assistants and Research Coordinators in DCAM and other clinic locations as needed. Assisting with the preparation for events in the community and overall participant recruitment activities.
Other Responsibilities:
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.
Preferred Qualifications Education: Bachelor's degree.
Experience: Experience working in a busy office environment.
Technical Skills or Knowledge: Proficient in Microsoft Office suite applications, specifically Outlook and Excel.
Proficient in Adobe Acrobat.
Preferred Competencies Must be able to work independently and collaboratively to support the efforts of the overall projects to accomplish required tasks and achieve departmental objectives while creating a high-quality and respectful work environment.
Must demonstrate attention to detail and ability to adapt and improve processes.
Must possess sound judgment, excellent reasoning and decision-making skills, meticulous record-keeping, and ability to work with diverse personalities.
Must be comfortable with multitasking and adapt to competing priorities.
Ability to make decisions within prescribed limits and/or provide input to others
Ability to interpret and communicate work policies and procedures.
Excellent written and oral communication skills.
Excellent time management skills and ability to multi-task and prioritize work.
Strong attention to detail.
Must be organized, accurate, thorough, and able to monitor work for quality.
Must be dependable, able to follow instructions, and respond to management direction.
Ability to communicate with tact and diplomacy with a wide range of internal and external constituencies is necessary.
Must have demonstrated ability to handle sensitive/confidential material in a professional manner.
Working Conditions Regular attendance.
Office environment.
Application Documents Resume (required)
Cover Letter (preferred)
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 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.
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