Job Listings

Assistant Director, Office Management

University of Chicago
Job Location:
Chicago, Illinois
Administrative Assistants

This position will be a welcoming presence in a newly designed, state of the art co-working office space for the Rustandy Center for Social Sector Innovation and the Polsky Center for Entrepreneurship and Innovation. The position will greet students, alumni, staff and other guests, and direct them to offices and conference rooms within the suite, as well as to programming around the Harper Center in Hyde Park.

Principal Duties and Responsibilities:

  • Develops and maintains strong relationships with University of Chicago and Booth departments including Facilities, Accounting, IT, and HR to support the timely and accurate processing of requests.
  • Coordinates program logistics and manages usage of shared space and resources (e.g., room reservations, catering, setup, invitations and RSVPs, printed materials, etc.).
  • Manages vendor relations and handles the procurement of office materials for the suite.
  • Works with the Senior Associate Director of Operations & Strategic Initiatives (Rustandy Center) to support executive calendars and database management, including CRM data entry.
  • Provides support to Executive Director (Rustandy Center) for expense processing, occasional scheduling/calendar management and travel arrangements, and other administrative needs.
  • Supports stewardship efforts by reviewing gift reports, managing donor lists and files, coordinating acknowledgement letters.
  • Serves as first point of contact for inquiries regarding the suite, occupying two Centers (Rustandy Center and Polsky Center) and their work. Provides excellent service and direction to students, faculty, staff, and visitors who enter the suite.
  • Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
  • Researches and analyzes data to create reports, and may create other reports for grants and contracts.
  • Performs other related work as needed.

Knowledge, Skills and Expertise:

  • Bachelor degree required.
  • Scheduling or event coordination.
  • Technically adept and highly proficient user of MS Excel and Outlook.
  • Excellent customer service skills.
  • Demonstrated organizational and time management skills with keen attention to detail.
  • Creative and resourceful with strong problem solving skills and willingness to seek out, coordinate, and appropriately disseminate key information.
  • Work with frequent interruptions and successfully manage concurrent projects and deadlines.
  • Excellent verbal and written communication skills.
  • This position is currently expected to work a minimum three days per week in the office.
  • Resume/CV (required)
  • Cover Letter (required)
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