Operation & Administrative Associate

The University of Chicago; Chicago (IL); Hybrid; USD 59,000 - 76,000; Full time

Benefits offered by this job

Hybrid work schedule

Benefits package

Job summary

The University of Chicago's Development Innovation Lab seeks an Administrative/Office Support role to provide specialized business support for office operations, visa activities, events, and records management. You will work autonomously within established procedures to ensure smooth, professional day-to-day operations across the department.

This role collaborates with SSD HR, manages calendars, coordinates vendors, and maintains departmental files.

Qualifications

• Education: vocational training or equivalent experience in admin support.
• Work Experience: 5-7 years in a related administrative role.
• Preferred: Bachelor's degree in a related field.
• Familiarity with AI to improve daily processes and tech adoption.

Responsibilities

• Draft visa applications and academic appointments requests and coordinate submissions.
• Support staff onboarding and offboarding processes.
• Maintain organized departmental files and records with templates and procedures.
• Oversee the recruitment lifecycle for student workers with SSD HR.
• Coordinate events from pre-event to day-of logistics, including catering.
• Manage website updates and DIL systems access for staff and guests.
• Provide administrative support to the leader and manage calendar priorities.

Skills

Communication

Organization

Event coordination

Attention to detail

Stakeholder management

Education

Vocational training or equivalent

Bachelor's degree in related field

Tools

Microsoft Windows Suite

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Asana

Slack

Google Suite

Job description

Department SSD Development Economics Center: Staff and Temporary Employees

About the Department

The Development Innovation Lab at the University of Chicago uses the tools of economics to develop innovations with the potential to benefit millions of people in low- and middle-income countries. It was founded and is led by Nobel laureate Michael Kremer.

Job Summary

The job provides specialized business support for routine office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services. This position sits at the heart of DIL's day-to-day operations, serving as a key support to the organizations' array of team members and collaborating partners. This position has an exciting variety of responsibilities from coordinating events to preparing visa and academic appointment documentation, managing organizational systems and inventory, and ensuring the office is run smoothly and professionally. A successful candidate will be adept at working with a variety of internal and external stakeholders. This is an ideal position for a proactive individual who enjoys working on a mix of recurring and new projects in a collegial, innovative environment.

Responsibilities

• In consultation with the Senior Manager, Operations & Programs, draft departmental visa applications and academic appointments requests; coordinate closely with relevant staff to ensure complete and accurate submissions.
• Independently support key aspects of staff on- and off-boarding processes.
• Create and maintain organized departmental files and record-keeping, including detailed templates and instructional procedures. Help identify areas for improvement.
• Oversee the recruitment life cycle for DIL student workers, working closely with DIL staff and Social Sciences Division (SSD) HR to ensure timely and accurate hiring. Maintain accurate records, and process extensions as needed.
• Stay up to date on University policies and procedures related to student workers, and help relay that information to DIL team members.
• 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.
• Oversee all aspects of DIL's public and private events, from pre-event coordination to day-of-logistics, including managing catering orders. Events include recurring seminars, team gatherings, and special events.
• Manage guest pre-event logistics including travel arrangements and serving as their departmental point of contact. Proactively communicate with guests to ensure smooth visits.
• Execute day-to-day event logistics, and other moderately complex assignments with some guidance from others.
• Coordinates and proactively manages website updates, and DIL systems access for staff and guests.
• Prepare communication materials; coordinate with relevant departments to ensure adherence to University branding guidelines.
• Manage departmental listservs and inboxes, support with departmental communications, and respond to routine inquiries.
• Support special projects as assigned.
• Manage DIL facilities and day-to-day operations including building access, technology, space assignments, and other routine and emergent requests.
• Maintain comprehensive inventory for the department. Oversee procurement and up-to-date tracking of office supplies and technology (including laptops, and other equipment).
• Coordinate with vendors and key University departments (Facilities, Social Sciences Computing Services (SSCS), and Export Control), to ensure smooth operations.
• Coordinates special projects as assigned.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
• May initiate correspondence and other written materials under own signature or for signature of the leader.
• Triages emails and telephone calls for action.
• Resolves a combination of some routine and complex inquiries.
• 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 5-7 years of work experience in a related job discipline.

Certifications:---

Preferred Qualifications

• Education: Bachelor's degree in a related field.
• Experience: Demonstrated ability to take initiative and work independently, while remaining in close coordination with other members of the team; comfort working within a certain level of ambiguity. Proactive communication and organizational skills, with proven ability to juggle competing priorities with diplomacy, tact, and goodwill. Demonstrated ability to work in a fast-paced environment with firm deadlines. Familiarity with organizing and managing events. Curiosity and experience using AI to improve daily processes. Prior experience with coding languages (for example, R or Claude Code). Consistent in-person availability.
• Technical Skills or Knowledge: Demonstrated skill and knowledge of or ability to quickly learn the internal workings of the University. Proficient in Microsoft Windows Suite, including Microsoft Outlook, Word, Excel and PowerPoint. Previous experience with Asana, Slack, Google Suite, and a general willingness to utilize new tech solutions.
• Working Conditions: Some responsibilities require a consistent, in-person schedule. Flexibility for a hybrid work schedule, in coordination with the manager.

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

Hourly

FLSA Status

Non-Exempt

Pay Range

$28.27 - $36.58

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: 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.