Administrative Specialist
University of Chicago 195 reviews - Chicago, IL

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Type of Position


Number of Positions Available



Institute for Molecular Engineering


34465-Institute for Molecular Engineering

  • Standard Summary
Under general direction from senior management, performs complex and diverse administrative duties in support of the day-to-day operations of an organizational unit. Serves as a liaison to the University community regarding administrative issues such as finances, non-academic personnel, and communications. Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues. Coordinates office functions, including developing and implementing office procedures and policies. May serve as a resource in interpreting University policies and guidelines. Coordinates clerical support: recommends various personnel actions related to clerical staff including but not limited to hiring, performance appraisals, and promotions; coordinates work assignments; and ensures accuracy and timeliness of work. May coordinate other personnel matters, including managing the recruitment and hiring process and processing all personnel and payroll related forms.

Performs high level administrative duties in support of office functions. May assist with preparation of the budget. Monitors and reconciles accounts. Manages petty cash account and receives, processes, and tracks all bills and expense reimbursements. Researches, compiles and analyzes data to create reports, proposals and other documents including but not limited to financial and monthly reports. Composes and edits correspondence and other documents. Maintains and updates Web content. Monitors and orders office supplies. May select vendors, and uses signature and purchasing authorization. Oversees and maintains the physical office space, ordering equipment repairs and upgrades. Coordinates logistics of major events. Schedules diverse and complex appointments, meetings, and travel arrangements. May manage special projects or functions related to the business of the organizational unit.

About the Unit

The new Institute for Molecular Engineering (IME) explores innovative technologies that address fundamental societal problems through advances in nanoscale manipulation and design at a molecular scale. The Institute, which was created in partnership with Argonne National Laboratory, is the largest new academic program that the University has started since 1988.

Unit Job Summary

Administrative Specialist: Performs complex, diverse administrative duties in support of three senior faculty members in the Division and in support of the day-today operations of the Institute for Molecular Engineering. Often working independently while providing a wide variety of assistance to faculty, staff and students, the primary responsibilities of the Administrative Specialist include maintaining daily calendars for senior faculty, coordinating travel arrangements and logistics, preparing faculty through compiled information and materials, and assisting in administrative projects with absolute discretion and judgment. Represents the faculty to other University executives, University offices, National Labs, and outside agencies. This position assists with the development and monitoring of lab budgets. Researches, compiles and analyzes data to create reports and other documents related to the Division. Assists in the management of communications by maintaining and updating web content. Prepares write ups for recommendations for operational and administrative problems.

Additional responsibilities include: providing general support to the department; serving as the first point of contact for the office by greeting visitors and managing access to key personnel, receiving incoming and preparing outgoing invoices, reports, correspondence, financial statements, presentations, and other documents; file management; and maintaining inventory supplies for the Molecular Engineering laboratory and office. The Administrative Specialist coordinates and manages planning and logistics for major department events.

Some travel to Argonne National Laboratory may be required.


Bachelor's degree required.


A minimum of two years of professional work experience in administrative or office management required.

Demonstrated experience in supporting senior-level personnel and/or faculty required.


Familiarity with general business practices required.

Excellent oral and written communication skills required.

Excellent interpersonal and customer skills required.

Sharp attention to detail and high level of accuracy required.

Ability to work effectively with a wide range of individuals and constituencies in a diverse professional environment with courtesy, clarity, and diplomacy required.

Demonstrated knowledge with word processing applications, spreadsheets and scheduling software, particularly Microsoft Office Suite (Outlook, Work, Excel, PowerPoint) required.

Ability to deliver the highest standards of professionalism, integrity and confidentiality with discretion required.

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

Ability to be resourceful in problem solving and finding relevant, supportive information required.

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

Energetic, flexible, collaborative, and proactive- an individual who can positively and productively impact day-to-day activities and logistics required.

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

Excellent problem-solving skills required.

Familiarity with central administration within a complex research university environment preferred.

Understanding of complex laboratory environments preferred.

Valid driver's license preferred.

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Work Location

Campus - Hyde Park

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Pay Range

Depends on Qualifications

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About this company
195 reviews
Founded by oil magnate John D. Rockefeller, the University of Chicago is a private, nondenominational institution of higher learning....