This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/12635615 Department
PSD Chemistry: Administrative Staff
About the Department
One of the first departments founded at the University of Chicago was
the Department of Chemistry.
Since its inception, the Department of Chemistry has embodied the
University\'s central mission of excellence in both research and
teaching. The University of Chicago has been the recipient of more than
73 Nobel Prize recipients, 15 of which came from the Department of
Chemistry. Our current faculty has considerable strength in inorganic,
organic, and physical chemistry, as well as in interdisciplinary
research that delves into biology, physics, and materials science.
The Department is a community of over 500, including faculty, students,
postdoctoral scholars and staff. Our academic support group operates the
graduate and undergraduate educational programs for the department,
including 60 undergraduate Chemistry majors and nearly 300 graduate
students. Close student-faculty interactions have been a hallmark of our
Department for over a century. These have fostered a unique intellectual
environment that both ensures superb graduate education and continues to
produce important and exciting scientific discoveries.
Job Summary
The Program Administrator supports achievement of Chemistry\'s
scientific and educational goals by providing administrative assistance,
project management and program planning in service to faculty, students,
and staff. The Administrator provides project management and operational
leadership with special focus on seminar programs, academic
programs/events, and administrative processes. The role requires the
effective management of project scope, budget, and timelines. The
position serves under the guidance of the undergraduate program chair
and the direct supervision of the department manager.
Responsibilities
Serves as process owner and principal coordinator for seminars
(recurring program and named lecture series), and other conferences
and workshops hosted by the department.
Provides staff support to the department seminar committee and
manages overall seminar calendar and event publicity.
Coordinates logistics and itinerary for speakers and special guests,
including but not limited to delivering invitations, and arranging
accommodations, travel, reimbursements. Represents the department as
a point of contact with external speakers and guests.
Manages facility scheduling for all seminar-related events and
ensures all room requirements are satisfied, including but not
limited to, ensuring audio-visual equipment supports issue-free
presentations.
Provides planning and support for academic operational processes and
programs including, but not limited to, quarterly undergraduate
meetings, Spring convocation reception, Honor\'s Thesis process,
department award events, and student recruiting.
Serves as the department\'s principal facility scheduler in
collaboration with the Registrar\'s office, department
administration and building managers, to secure space reservations
for classes and department programs/events.
Coordinates logistics and itinerary prospective student visits, and
student academic milestone events.
Serves as a resource to organize logistics for special events (e.g.
space reservation, communications, vendor management, catering
orders, set-up, and clean-up).
Maintains undergraduate electronic distribution lists (listservs)
and laboratory assignment listings.
Provides planning and support for undergraduate research outreach
programs.
Gathers and analyzes data concerning program performance and writes
reports. Develops and monitors program budgets.
Serves as back-up support for the Student Services Administrator and
other administrative staff as needed.
Responsible for processing and tracking financial transactions such
as GEMS expense reports, reimbursements and paying departmental
invoices to vendors (using GEMS card, ePayments).
Responsible for office management to include ordering and
troubleshooting office equipment and maintaining office supplies.
Provides administrative support for department. Stays informed of
activities relating to programs and initiatives, apprising the
leader of issues when deemed necessary. Coordinates information flow
from leader\'s office
Provides office coverage including receiving and guiding visitors,
vendors, students, faculty, and staff upon arrival in the
administrative office suite.
Coordinates special projects. Prepares write ups for recommendations
for operational and administrative problems. Manages a portion of
the leader\'s budget, monitoring, and reconciling accounts. Prepares
financial and/or administrative reports.
Supports the delivery of services to program participants and/or
beneficiaries.
May interact with faculty, researchers and staff for committee work
or information.
Performs other related work as needed.
Minimum Qualifications
Educatio
