Department
 

PSD James Franck Institute: Administration and Staff

About the Department
 

Reporting to the Director, manage daily operations of the James Franck Institute and provide general support services for faculty, academic non-faculty, staff, and visitors. Supervise administrative support staff, oversee the Institute budget, manage the postdoctoral scholar appointment process, plan, and administer Institute events, and provide general administrative support to the Director. Serve as departmental liaison for other University units, including the Physical Sciences Dean’s office, International Affairs, Quad Club, and Argonne National Laboratory.

Job Summary
 

The job manages academic, research, clinical and administrative programs of the University.

Responsibilities

• Works with the Director to establish work priorities, performance goals, and standards for staff to ensure faculty are adequately supported with administrative tasks.

• Supervises clerical staff and coordinates activities with support personnel in the Institute and in other campus offices.

• Resolves many office problems independently and facilitates solutions, conferring with the appropriate faculty members to resolve the most complex issues.

• Provides training, directs work, manages performance, and oversees and approves attendance records.

• Acts as liaison between faculty and staff to implement Institute procedures and interpret university policies.

• Manages the postdoctoral scholar appointment process and assist with other visiting appointments. Including, advising faculty on the appointment process, renewal appointments, and required materials for hiring.  

• Assists the Director with functions related to appointments for faculty, academic non-faculty, staff, and visitors.

• Processes all paperwork with the Dean’s office to create appointments and serve as liaison to the Office of International Affairs to resolve visa issues.

• Works with campus partnerships to assist Postdoctoral Scholars, and other Academic Appointments with the onboarding process. This includes serving as a primary contact for scholars to assist with questions related to benefits, University IDs, housing, etc.

• Oversees Institute budget and invoices reconciliation and coordinates budget activities with the Dean’s office and the Local Business Center.

• Supervises undergraduate support positions including onboarding, approving time, and directing their work.

• Creates and maintains appointment records, schedules Institute functions, and meetings, oversees faculty files and faculty search information, composes notices, and performs copyediting.

• Prepares reports related to job end dates, Visa expirations, and various institute-related activities as requested by the Director.

• Plans and administers Institute events, such as receptions, colloquia, and seminars.

• Manages tasks related to events and seminars, such as guest lists, reservations, travel arrangements, publicity, and GEMS expense reimbursements for speakers and attendees.

• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning, or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.

• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.

• Performs other related work as needed.

Minimum Qualifications
 

Education:

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

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Work Experience:

Minimum requirements 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

Education:      

• Bachelor’s degree.

Experience:     

• Previous administrative experience.

• Previous supervisory experience.

Technical Skills or Knowledge:

• Website template maintenance and PowerPoint.

Preferred Competencies

• Strong technical skills in word processing and spreadsheet programs.

• Exceptional verbal and written communication skills.

• Ability to interact with faculty, students, staff, and others with a high level of professionalism.

• Demonstrated facility in planning and strong organizational skills.

• Excellent attention to detail and problem-solving ability.

• Ability to handle multiple, concurrent tasks and meet deadlines.

• Ability to work well independently and prioritize work.

• Ability to master new material and adapt to changes in workflow.

• Ability to maintain confidentiality.

Application Documents

• Resume (required)

• Cover Letter (preferred)

• References (3)(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

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
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 Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

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: http://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.