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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/11850545 Department

BSD HGD - Administration

About the Department

The Department of Human Genetics is the home within the Division of Biological Sciences for the study of basic principles of genetics and genomics as applied to human evolution, health, and disease. We provide broad training in field work, experimental genetics and genomics, statistical and population genetics, bioinformatics, and clinical molecular genetics. Our faculty bridge between basic and clinical research, and perform studies in people as well as in animal and cell models, and train students for careers in academia, industry, and medicine. The highly focused and integrated research in HG has resulted in extensive networks of collaboration among our faculty, as well as with faculty in other departments and divisions of the university.

Science, including genetics, plays a central role in many crucial issues of our time. We are committed to generating rigorous scientific knowledge, training future scientists, and preparing our students to be well-informed citizens in a democratic society. We have an unwavering commitment to diversity, inclusion, free expression, and open discourse. These values are at the core of our roles as scientists, as teachers, and as citizens of a free society.

Job Summary

This job provides administrative support within the Department of Human Genetics, which consists of faculty, administrative and research staff as well as students and visitors. This role will interact with and support multiple faculty members on a regular basis as well as members of their lab. This role will also assist other administrative staff with day-to-day operations, financial transactions, reporting, projects, events/meetings, and will interact with centralized offices throughout the University of Chicago. The ideal candidate will maintain a professional demeanor, work well under time sensitive deadlines, exhibit good communication skills, be well organized, utilize available resources, and be able to prioritize requests from multiple people.

Responsibilities

• Provide administrative support to multiple faculty members within the department.
• Process reimbursements/payments for faculty, staff and students.
• Maintain calendars / conference room schedules.
• Coordinate meetings within the department - food orders, room set up.
• Assist with the preparation of presentations, reports and correspondence.
• Coordinate travel arrangements and itineraries.
• Assist with organizing ad hoc and regular departmental events.
• Assist with seminar series speakers.
• Coordinate the visits of speakers and others to the department: Prepare itineraries, assist visitors with travel arrangements, process travel reimbursements.
• May assist with maintenance of the department website and email distribution lists.
• Provide coverage for other administrative staff as needed.
• Check and distribute mail, order office supplies as needed.
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. 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).

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Work Experience:

Minimum re uirements 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

Experience:

• Previous Administrative Assistant experience - meeting planning/set up, reimbursement processing, maintaining calendars, travel arrangements and itineraries.
• Knowledge of Buysite and GEMS or similar reimbursement/payment systems.
• Familiarity with central administration within a complex research university environment.

Preferred Competencies

Excellent verbal and written communication skills.

Excellent interpersonal and customer service skills.

Ability to handle public contacts with courtesy, clarity, and diplomacy.

Ability to handle sensitive and confidential situations and information with absolute discretion.

Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

Excellent problem