Business Coordinator

Department

PSD James Franck Institute: Administration and Staff

About the Department

The James Franck Institute (JFI) is the premier institute in the US for research at the intersection of physics, chemistry, and materials science. The research spans condensed matter physics, physical chemistry, synthetic materials chemistry, atomic, molecular, and optical (AMO) physics, geophysics, and biophysics. As one of the five interdisciplinary institutes of the Physical Sciences Division, it provides a stimulating environment for scientists of different disciplines to interact and aid each other's research and facilitates collaborations between pre- and postdoctoral researchers and mentors from different academic backgrounds. The intellectual environment in the Institute is further enriched by opportunities to interact with senior scientists, senior research associates, research scientists, and visiting scholars. An active colloquium and seminar series, as well as a more informal weekly bag lunch, stimulates information exchange. In an age where much cutting-edge research lies at the boundaries between traditional disciplines, the James Franck Institute fosters creative interdisciplinary work at the forefront of science.

Job Summary

The Business Coordinator will assist faculty in the institute with the organization and coordination of non-research operations in a key supportive role within the Institute. Responsibilities include close communication with faculty, students, and staff to ensure that research activities proceed smoothly as well as processing travel reimbursements, paying vendors, and supporting activities that further and enrich the institute’s research mission.

Responsibilities

• Manage departmental seminars, conferences, and workshops hosted by the department.
• Serve as a liaison for activities related to programs and initiatives, apprising the Department Manager and staff.
• Process and track financial transactions such as GEMS expense reports, reimbursements, and paying departmental invoices to vendors (using GEMS card, Oracle, etc.).
• Provides office management including ordering and troubleshooting office equipment and maintaining office supplies.
• Assist in the monitoring of the various financial and budgetary activities, including vendor contracts.
• In collaboration with colleagues, assists with employee onboarding and training as needed.
• Assist with the hiring and supervision of student staff.
• Performs both routine and complex assignments for the Institute, usually in the areas of finance, event planning, or support services, as well as special projects and related work as needed.
• Manage faculty calendars and travel itineraries if requested.
• Oversee the Institute faculty with timely and confidential submission of recommendation letters and letters of evaluation for members of the community to further their career progression.
• Manage the logistics of faculty outreach efforts when necessary.
• 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.
• 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:

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Preferred Qualifications

Education:         

• A high school diploma or equivalent.

Experience:       

• Knowledge of MS Office (Word, Excel, PowerPoint).
• Experience with Google Drive, Google Calendar, and standard AV technology.
• Previous administrative experience.
• Experience working in an academic setting.

Preferred Competencies

• Strong attention to detail.
• Ability to work independently and as part of a team.
• Ability to communicate effectively, both verbally and in writing, and to compose effective and efficient reports and correspondence.
• Ability to maintain confidentiality.
• Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.
• Ability to interact and communicate with prospective students, staff, faculty, students, and others.

Application Documents

• Resume (required)
• Cover Letter (preferred)

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

$31.00 - $38.50

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.

 

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