Operations and Administrative Specialist

The University of Chicago; Chicago (IL); Hybrid; USD 65,000 - 80,000; Full time

Benefits offered by this job

Hybrid work arrangement

Benefits package

Job summary

The University of Chicago is seeking an Operations and Administrative Specialist to provide comprehensive administrative support to the Office of the Vice President for Research. You will manage calendars, coordinate events, handle travel, invoices, and HR-related tasks in a fast-paced academic setting.

The role emphasizes discretion, proactive problem solving, and collaboration across departments to advance research infrastructure and policy initiatives.

Qualifications

• Experience supporting a senior leader or executive.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Responsibilities

• Provide calendar management for a senior executive, prioritizing and resolving conflicts.
• Prepare meeting agendas, briefing materials, and background documents.
• Triage emails and calls; draft communications for leaders with discretion.

Skills

Executive support

Communication

Multitasking

Discretion

Team collaboration

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Workday

AI tools

Job description

DepartmentProvost Office of ResearchAbout the DepartmentThe University of Chicago's Office of the Vice President for Research leads research strategy, corporate engagement, entrepreneurship and innovation, and research support. The office collaborates with UChicago leaders, faculty, units, and external partners to identify and foster ambitious opportunities to expand the reach of research and innovation; drive collaborations, funding, and other activities to support research and scholarship; and advance collective research activities across the University.

Job Summary

The Operations and Administrative Specialist provides comprehensive administrative and operational support to the Office of the Vice President for Research at the University of Chicago, playing a key role in advancing the office's research mission. This role undergirds all aspects of the office's work - from managing a senior executive leader's calendar and correspondence, to coordinating the full lifecycle of internal events, to supporting office-wide projects and initiatives. The ideal candidate is a highly organized, adaptable, and proactive professional who exercises sound judgment and discretion, thrives in a fast-paced academic environment, and brings a genuine passion for research infrastructure, operations, and policy.

Responsibilities

• Provide comprehensive calendar management for a senior executive leader, including scheduling, prioritization, and conflict resolution, exercising considerable discretion regarding priorities and effective use of their time.
• Prepare meeting agendas, briefing materials, and background documents to support leadership's daily work.
• Stay informed of office programs and initiatives, apprising leaders of relevant issues and communications as needed; initiate correspondence and other written materials under own signature or for signature of leaders, and triage emails and calls for action to resolve routine and complex inquiries.
• Manage general office administration functions, including supply ordering, vendor coordination, and document filing systems.
• Assist with travel requests and prepare travel itineraries and briefing materials for leaders as needed.
• Track and process expense reports, reimbursements, and invoices in accordance with university policies.
• Serve as a welcoming and professional first point of contact for office visitors, guests, and incoming inquiries, routing requests to appropriate staff in a timely manner.
• Handle time-off approvals and corrections in Workday in partnership with HR.
• Provide occasional support for HR-related activities, including coordinating interview schedules, assisting with logistics for the hiring process, and supporting onboarding for new staff, affiliates, or visiting scholars as needed.
• Coordinate and support office-wide projects and initiatives - including special projects as directed by leadership - from initiation through completion, maintaining work plans, schedules, and status reports.
• Assist with planning and preparing presentations, conduct literature searches and synthesis, and support policy review and development in service of office initiatives.
• Serve as a point of contact for internal project logistics and communications; track deliverables, timelines, and action items across concurrent office projects, flagging issues and keeping stakeholders aligned and informed of progress.
• Develop and execute processes for consistent internal reporting on office programs and projects.
• Lead end-to-end planning and execution of office events - including team gatherings, working lunches, workshops, panels, and receptions - partnering with leadership to align format and logistics with event objectives.
• Manage all logistical components, including venue and room booking, catering, audiovisual setup, and facilities coordination.
• Handle attendee communications end-to-end, including RSVPs, save-the-dates, pre-event reminders, and day-of support; serve as the on-site point of contact to ensure smooth execution.
• Maintain an office events calendar, track logistics deadlines across concurrent events, and compile post-event summaries for leadership.
• 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.
• 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.
• 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:---

Preferred Qualifications

• Education:A university or college degree with research exposure strongly preferred; backgrounds in business administration, communications, policy, or related fields welcome.
• Professional experience in executive support, office or lab administration, HR or talent management, or a related role.
• Preferred CompetenciesGenuine interest in or passion for research infrastructure, operations, and policy.
• Excellent written and verbal communication skills, with strong attention to detail.
• Demonstrated ability to manage multiple priorities simultaneously and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and project management software.
• Comfort with AI tools (e.g., Claude) to support operational and administrative efficiency and related tasks.
• Experience with event logistics, including venue booking, catering coordination, and on-site management.
• Familiarity with university systems such as Workday strongly preferred.
• Strong interpersonal skills and the ability to work collaboratively across departments and with senior leadership.
• Proven discretion and sound judgment in handling sensitive or confidential information.
• Experience supporting a senior leader or executive in a complex organization.
• Experience working in a university, research, or academic setting strongly preferred.

Working Conditions

Hybrid work schedule, which includes in-office presence multiple days a week.Use computers extensively throughout the workday, 4 hours or more.Stand for 2 to 4 hours.Sit for 4 hours or more.Use standard office equipment and troubleshoot IT equipment in a remote/hybrid environment.Some evening and weekend work.

Application Documents

Resume (Required)Cover Letter (Preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job FamilyAdministration & ManagementRole ImpactIndividual ContributorScheduled Weekly Hours37.5Drug Test RequiredNoHealth Screen RequiredNoMotor Vehicle Record Inquiry RequiredNoPay Range TypeSalaryFLSA StatusExemptPay Range$65,000.00 - $80,000.00The 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 EligibleYesThe 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.