Office Manager and Program Assistant

University of Chicago; Chicago (IL); Hybrid; USD 61,000 - 77,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

The University of Chicago Crime Lab and Education Lab is seeking an experienced Office Manager and Program Assistant to manage day-to-day office operations, support program logistics, and coordinate events across multiple sites. This role requires on-site presence with hybrid work elements and supports CSLA program teams.

Ideal candidates will have 7+ years in a related role, strong organizational skills, and advanced Microsoft Office proficiency.

Qualifications

• Minimum 7+ years of related work experience.
• Education: vocational training or equivalent experience.

Responsibilities

• Front desk management: greet visitors, answer main phone line and assist guests.
• Coordinate with venues, vendors and program teams for meetings, events and logistics.
• Assist with reimbursements, expense reconciliation and processing invoices.

Skills

Front desk management

Event logistics

Budget reconciliation

Office administration

Vendor coordination

Microsoft Office

PowerPoint

Adobe Acrobat

Education

Vocational training or equivalent experience

Tools

Microsoft Office

PowerPoint

Adobe Acrobat

Job description

Department

UL Crime Ed Lab Office Support

About the Department

About the Department
In cities across the country, people face high rates of gun violence, under-resourced schools, and social harms associated with the criminal justice system – all of which disproportionately impact people of color. These inequalities have profound consequences on public safety and opportunity. As a society we have failed to address these challenges, in part, because of our lack of understanding of the most effective and cost-effective solutions that can have a real impact on people’s lives. We believe that rigorous research can help.

About the Role
The University of Chicago Crime Lab and Education Lab is seeking an experienced and highly organized administrative professional to serve as our Office Manager and Program Assistant to our Community Safety Leadership Academies. This role will manage the day-to-day operations of a hybrid office while supporting logistics and planning for programs and events. This position requires on-site presence in our office and various program sites.

Job Summary

The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

Responsibilities

• Provides excellent service as the front desk manager for the office by coordinating visitors, greeting and assisting guests, and answering main phone line. Independently manages issues and questions that arise for employees and guests in day-to-day operations.
• Creates and implements process improvements for general office management, including the development of operational references and/or manuals.
• Maintains an accounting of all office supplies and proactively places orders for new supplies as needed. Maintains numerous office machines, services, and spaces; receives and distributes mail.
• Serves as the main point of contact for building management and maintenance teams, key vendors, deliveries, and University offices.
• Assists with financial duties, such as processing reimbursements, expense reconciliation, paying invoices, and depositing checks.
• Provides significant and hands-on logistical support to the CSLA program teams by implementing plans for meetings, events, and other offsite activities. This includes but is not limited to: coordinating with venues to research, evaluate, and secure appropriate event space, confirming logistics, and serving as primary point of contact for venue staff before and during events.
• Provides logistical support to CSLA participants through travel and accommodation arrangements, scheduling, and processing stipends. Serves as a point of contact for participants during their time in the program.
• Proactively identifies potential problems and exhibits good judgement in identifying and implementing decisions.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader’s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader’s calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader’s time.
• 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).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Competencies

• Strong oral and written communication skills.
• Ability to professionally interact with researchers, funders, and other key external stakeholders.
• Ability to work independently, solve problems, and manage multiple, concurrent tasks.
• Ability to exercise considerable discretion and judgment.
• Excellent organization skills and attention to detail.
• Demonstrated time management and project management skills with a success in roles requiring execution of multiple tasks while responding to multiple priorities with little supervision.
• Excellent computer skills including advanced Microsoft Office Suite (latest available version); advanced skills in PowerPoint and Adobe Acrobat; experience with both PC and MAC; proofreading, editing and advanced writing and grammar skills.
• Ability to work a hybrid remote/in-office schedule with occasional evening/weekend hours and travel.

Application Documents

• Resume (required)
• Cover Letter (required)
• 3 References (required)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$61,000.00 - $77,000.00

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 theBenefits 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: 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.