Office Manager

Reporting to the Associate Director of the Neubauer Collegium for Culture and Society, the Office Manager will perform administrative duties in support of a diverse range of office functions.

Support administrative and financial functions: interpret and communicate policies and procedures to ensure effective and efficient service in all business areas; function as first point of contact for University and public visitors to the Collegium; resolve many office challenges independently and confer with supervisor to resolve more complex issues; coordinate schedules for part-time and student reception staff and ensure accuracy and timeliness of work; and perform tasks associated with special projects related to the business operations of the Collegium, including maintaining entity data in the alumni relations database, tracking project alumni and outcomes, and researching, compiling, and analyzing data for reports, proposals, and other correspondence; may also assist in coordinating logistics for major special events, including scheduling appointments, meetings, and travel arrangements.

In support of day-to-day financial operations, the Office Manager will: monitor and reconcile financial accounts; manage payment of invoices, purchasing of goods and services, and processing and tracking of expense reports and reimbursements; liaise with other University offices regarding finances and related administrative matters; monitor and order office supplies; and support the academic appointment and welcome/orientation processes for visiting fellows.

Oversee and maintain facilities: manage a master schedule for public spaces, convening rooms, and visitors' offices in the building; manage and support the day-to-day use of a range of audio-visual resources; liaise with other University offices and external vendors regarding audio-visual services; coordinate furniture re-arrangements to adjust room layouts for an active calendar of special events across multiple conference, lecture, and exhibition rooms; monitor the general maintenance and up-keep of facilities and AV equipment; recommend and implement policies and procedures for facility operations and maintenance.

This is a full-time (37.5 hours/week), benefits-eligible position with regular 8:30am-5:00pm hours. The expected start date for this position is August 1, 2013. To be considered for this position, a resume, cover letter, reference contact information, and a writing sample (contents of which are described in the application process) are to be submitted.

Bachelor's degree required.

A minimum of one year of administrative work experience in a university setting preferred.

Two years of administrative work experience preferred.

Experience supervising part-time staff preferred.

Excellent problem-solving skills required.

Ability to handle multiple projects simultaneously despite heavy workload, competing priorities, complex problems, and tight deadlines required.

Familiarity with general business and financial practices required.

Proficiency with databases, word processing, and spreadsheets required.

Ability to interpret technical operating instructions for a range of audio-visual equipment required.

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

Considerable skill working both independently and as a member of a team required.

Ability to identify and use diverse resources to resolve a problem required.

Ability to take initiative and organize and complete projects with minimal supervision required.

Ability to handle public contact with courtesy, clarity, and diplomacy required.

Excellent oral and written communication skills required.

Commitment to providing a high level of customer service required.

Ability to follow an issue through to resolution required.

High degree of professionalism required.

Familiarity with administration in a complex research university required.

Proficiency with the internet and a variety of internet search tools required.

Familiarity with the humanities and social sciences preferred

Familiarity with the University of Chicago preferred

Ability to work occasional evenings and weekends

The University of Chicago is an Equal Opportunity, Affirmative Action employer.