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Office Coordinator

Job Description Summary

The Becker Friedman Institute for Economics (BFI) is seeking an Office Administrator to perform a diverse set of critical administrative and operational support of the institute’s day-to-day operations. Under general direction and supervision of BFI’s Director of Finance and Operations and People Operations Manager, the Office Administrator coordinates key functions within the office in order to ensure seamless operations and overall success of the institute and its staff. The Office Administrator is a proactive and detail oriented individual with a passion for “making things run.” He or she oversees all aspects of routine operations; manages access and use of the physical office space; orders particular equipment and other supplies as needed by BFI staff; assists leadership with a wide range of responsibilities related to academic visitors and speakers; and assists as needed in routine financial and administrative duties.

Job Description

  • Tracks access, use and availability of approximately 30 offices used by short-term visitors, researchers, and staff; oversees contractors on improvements or changes to offices and office space; acts as first point of contact for visitors with requests related to offices; manages building access for all.
  • Manages all keys and short term access cards - includes ordering new keys, providing keys to new arrivals, and collecting keys upon departure.
  • Main contact for office and building lockouts.
  • Works with facilities on repairs and areas needing preventive maintenance.
  • Point of contact for Chicago Economics Experience Museum.
  • Oversees telephone services, email correspondence, and mail distribution.
  • Supports leadership, finance, human resources, and communications teams on a wide range of key functions that enable overall success, including: day-to-day purchase of supplies, goods, and services; stocking and replenishing of supplies, event and project support; IT and other inventory tracking; and overall office management.(IT, telecom, vendor engagement, etc.).
  • Maintains printers/copy machines
  • Works with Social Services Computing Systems and Proven IT to update machines and add new employees into the system. 
  • Tracks BFI equipment.
  • Sets up offices as well as schedules removal of personal items and equipment in office spaces.
  • In cooperation with the Human Resource Coordinator, orders IT equipment for new hires and assists with the general hiring and onboarding process as needed.
  • Works in collaboration with Human Resources Coordinator ot organize BFI celebrations and Employee Engagement activities.
  • Assists, as needed, on particular financial duties in coordination with the Director of Finance and Operations and Administrative Assistant.
  • Helps with specific aspects of the Visitor Program, working closely with the Associate Director, Events & Academic Programs.
  • Coordinates the purchasing of staff business cards and BFI Swag
  • 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.
  • 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.
  • Coordinates special projects as directed by the leader. 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.
  • Performs other related work as needed.

Preferred Qualifications

Education: 

  • High school diploma.
  • Bachelor's degree in business or related field. 

Experience:

  • A minimum of five years of progressively responsible administrative experience.

Technical Skills or Knowledge:

  • Proficient in the use of Buysite and GEMS.

Preferred Competencies

  • Passion for making organizations and teams work.
  • Self-starter with high level of attention to detail.
  • Strong written, interpersonal, and verbal communication skills.
  • Manage multiple projects simultaneously and meet tight deadlines.
  • Excellent organizational skills.
  • Interest in overall employee experience and ability to positively impact that experience.
  • Work both independently and as a team member.
  • Knowledge of procurement and finance.
  • Superior degree of professionalism.
  • High level of customer service.

Application Documents

  • Resume/CV (required)
  • Cover Letter (required)
  • References Contact Information (3)(required)
  • Hyde Park Campus

Apply

  • Department
  •  
  • Becker Friedman Institute Programming

  • About the Department
  •  
  • The Becker Friedman Institute for Economics (BFI) works with the Chicago Economics community to turn its evidence-based research into real-world impact. BFI takes a unique approach to bridging the divide between academic researchers and decision-makers in the business community and government by translating and packaging the rigorous work of the Chicago Economics community into accessible formats, and proactively sharing those findings with relevant decision-makers and thought leaders around the globe. BFI is a collaborative platform serving the University of Chicago Booth School of Business, the Kenneth C. Griffin Department of Economics, the Harris School of Public Policy, and the Law School. For more information visit https://bfi.uchicago.edu.

  • Job Summary
  •  
  • The Becker Friedman Institute for Economics (BFI) is seeking an Office Administrator to perform a diverse set of critical administrative and operational support of the institute’s day-to-day operations. Under general direction and supervision of BFI’s Director of Finance and Operations and People Operations Manager, the Office Administrator coordinates key functions within the office in order to ensure seamless operations and overall success of the institute and its staff. The Office Administrator is a proactive and detail oriented individual with a passion for “making things run.” He or she oversees all aspects of routine operations; manages access and use of the physical office space; orders particular equipment and other supplies as needed by BFI staff; assists leadership with a wide range of responsibilities related to academic visitors and speakers; and assists as needed in routine financial and administrative duties.Responsibilities
  • Tracks access, use and availability of approximately 30 offices used by short-term visitors, researchers, and staff; oversees contractors on improvements or changes to offices and office space; acts as first point of contact for visitors with requests related to offices; manages building access for all.
  • Manages all keys and short term access cards - includes ordering new keys, providing keys to new arrivals, and collecting keys upon departure.
  • Main contact for office and building lockouts.
  • Works with facilities on repairs and areas needing preventive maintenance.
  • Point of contact for Chicago Economics Experience Museum.
  • Oversees telephone services, email correspondence, and mail distribution.
  • Supports leadership, finance, human resources, and communications teams on a wide range of key functions that enable overall success, including: day-to-day purchase of supplies, goods, and services; stocking and replenishing of supplies, event and project support; IT and other inventory tracking; and overall office management.(IT, telecom, vendor engagement, etc.).
  • Maintains printers/copy machines
  • Works with Social Services Computing Systems and Proven IT to update machines and add new employees into the system. 
  • Tracks BFI equipment.
  • Sets up offices as well as schedules removal of personal items and equipment in office spaces.
  • In cooperation with the Human Resource Coordinator, orders IT equipment for new hires and assists with the general hiring and onboarding process as needed.
  • Works in collaboration with Human Resources Coordinator ot organize BFI celebrations and Employee Engagement activities.
  • Assists, as needed, on particular financial duties in coordination with the Director of Finance and Operations and Administrative Assistant.
  • Helps with specific aspects of the Visitor Program, working closely with the Associate Director, Events & Academic Programs.
  • Coordinates the purchasing of staff business cards and BFI Swag
  • 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.
  • 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.
  • Coordinates special projects as directed by the leader. 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.
  • 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: 
  • High school diploma.
  • Bachelor's degree in business or related field. 
  • Experience:
  • A minimum of five years of progressively responsible administrative experience.
  • Technical Skills or Knowledge:
  • Proficient in the use of Buysite and GEMS.
  • Preferred Competencies
  • Passion for making organizations and teams work.
  • Self-starter with high level of attention to detail.
  • Strong written, interpersonal, and verbal communication skills.
  • Manage multiple projects simultaneously and meet tight deadlines.
  • Excellent organizational skills.
  • Interest in overall employee experience and ability to positively impact that experience.
  • Work both independently and as a team member.
  • Knowledge of procurement and finance.
  • Superior degree of professionalism.
  • High level of customer service.
  • Application Documents
  • Resume/CV (required)
  • Cover Letter (required)
  • References Contact Information (3)(required)

  • When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

  • Job Family
  •  
  • Administration & Management

  • Role Impact
  •  
  • Individual Contributor

  • FLSA Status
  •  
  • Non-Exempt

  • Pay Frequency
  •  
  • Biweekly

  • Scheduled Weekly Hours
  •  
  • 37.5

  • Benefits Eligible
  •  
  • Yes

  • Drug Test Required
  •  
  • No

  • Health Screen Required
  •  
  • No

  • Motor Vehicle Record Inquiry Required
  •  
  • No

  • Posting Statement
  •  
  • Applicant Inquiry Form.href="https://https://uchicago.service-now.com/sso?id=ssc_sc_cat_item&sys_id=8ff79243dbe91c1029f52ad94b961946" target="_blank" aria-label="Applicant Inquiry Form opens new window" rel="noopener noreferrer"><span>Applicant Inquiry Form</span>The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
  •  
  • Staff 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.
  •  
  • We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
  •  
  • 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.

Job Description Summary

The Becker Friedman Institute for Economics (BFI) is seeking an Office Administrator to perform a diverse set of critical administrative and operational support of the institute’s day-to-day operations. Under…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    December 1, 2021
  • Application Deadline
    November 30, 2021
  • Education
    High School Diploma Required
  • Professional Level
    Professional
Compensation
USD $24 - USD $25
/ hour

Location

On-site
Chicago, IL, USA

How to Apply

https://uchicago.wd5.myworkdayjobs.com/External/job/Hyde-Park-Campus/Office-Coordinator_JR11428

https://uchicago.wd5.myworkdayjobs.com/External/job/Hyde-Park-Campus/Office-Coordinator_JR11428

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