Department Assistant

Department

Climate Systems Engineering Administration

About the Department

The Climate Systems Engineering initiative (CSEi) is a new university-wide research effort seeded in the Physical Sciences Division (PSD) and part of a larger climate and energy focus at the University of Chicago, anchored in the Institute for Climate and Sustainable Growth (the Institute). CSEi addresses the science, engineering, and policy of new technologies to reduce or reverse the harms from accumulated greenhouse gasses, including open-systems carbon removal, solar geoengineering, and local interventions to slow the melting of glaciers. The initiative spans engineering, physical and biological sciences, social sciences, humanistic approaches, to behavioral science, law, policy and ethics, bringing together a collaborative group of faculty and researchers and leveraging the global network and partnerships of the University.

Job Summary

Reporting to the Associate Director of Administration, the Department Assistant supports CSEi operations by providing a broad range of administrative services for faculty, staff, research fellows, postdocs, and visitors in a fast-paced and dynamic environment. The Department Assistant is key to the day-to-day administrative functions of the Initiative, including faculty support. This role requires strong attention to detail, effective communication, strong teamwork, and the ability to pivot and manage multiple priorities with moderate supervision. This position calls for sound judgment, discretion, and professionalism in handling sensitive information. The ideal candidate will have a desire for professional growth in higher education administration, and will possess a positive, collaborative, can-do attitude, and a high level of commitment to service and the mission of CSEi.

Responsibilities

• Supports the Associate Director of Administration andliaiseswiththe finance andoperationsstaff at theInstitute for a range offinancial transactions. 
• Gathers and organizesdocumentsforaccounts payable, visitor reimbursements, supplier payments, credit card/GEMS cardreconciliations, and invoice tracking, ensuring compliance with Universitypolicies andprocedures. 
• Ordersoffice and research supplies,maintainsvendor relationships, creates purchase orders, and tracks deliveries for accuracy andtimeliness. 
• Coordinateswith theAssociateDirectorof Administrationtodevelop trackingprocessesandmaintainaccuraterecords of programmatic and operational expenses; ensuring expenditures adhere to budgetary guidelines. 
• Assistsfaculty, academic appointees,andstaff with travel arrangements, eventlogistics, andsubmitsreimbursementsforprocessing. 
• Tracks internal faculty awards processes and provides administrative support to faculty and researchers in preparation of documentation and coordinates with financial administrators in the Institute as well as finance administrators in faculty units infacilitatingtimelysubmissions.  
• Develops working knowledge of facultyawards andstipend programs,develops processes forlogistical and administrative support. 
• Works with research fellows,studentsand staff students to prepare submissions for reimbursement.
• Supports operational projects andCSEiinternal events,maintainseventscalendarandsupportstasks such as scheduling, room reservations, catering, IT setup and takedown, and onsitelogistics. 
• Assistswithorganizingguest visits, including arranging travel, scheduling faculty meetings, preparing itineraries, and processingreimbursements. 
• Submits and monitors IT and Facilities help desk tickets, ensuring prompt issue resolution. 
• Acts as a liaison betweenCSEiand Institute functional offices (Finance, HR/Academic Affairs, IT, and Facilities),facilitatingcoordinated administrative support and issue management. 
• Drafts internal and externalcommunications, andmaintains administrative resources such as calendars and contact lists. 
• Prepare special reports and summaries,assistsin managing dailyoperationof the office, and mayassistin 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).

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degreein a related field. 

Experience: 

• 2-3years ofadministrativeexperienceinhigher education,climate, environment, engineering, science, technology, or public policy.

​Technical Skills or Knowledge:

• Proficient in Microsoft Windows Suite, including Microsoft Outlook, Word, Excel and PowerPoint. 
• Technologically adept, advanced spreadsheet skills and fluency in One Drive, Box and Google Suites. 
• Strongfinancial managementskillsintracking and reconcilingtransactions. 
• Knowledge and experiencewith administrative tools and procedures (Oracle, Workday,Interfolio, Concur). 

Preferred Competencies

• Excellentwritten, verbal, and visual communication skills. 
• Strong organizational skills asevidencedby the abilityto multi-task, prioritize, and track simultaneous projects. 
• Meticulous attention to detail. 
• Strong time management skills to work productively despite competing priorities, complex problems, and tight deadlines. 
• Take initiative and organize and complete projects with minimal supervision. 
• Manage sensitive and confidential situations and information with absolute discretion. 
• Deliver exceptional customer service,demonstratingprofessionalismdiscretion, responsiveness, and efficiency.

Working Conditions

• In-person, office-based role on Hyde Park campus.
• Eligible for a partially remote work schedule.
• Work some evenings and weekends.

Application Documents

• Resume/CV (required) 
• Cover Letter,describing why the applicant is interested in and qualified for this specific position(required) 
• Three Professional References Contact Information (required)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$27.73 - $31.64

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

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.

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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.