Department
 

Harris School Faculty and Academic Affairs

About the Department
 

Why policy? For a better world. Why Harris Public Policy? Because when it comes to better policymaking, evidence matters. We work at the frontiers of data collection and analysis, using the latest technology and social science methods to design policies that work for society. We conduct rigorous inquiry in an environment of innovation and risk taking. We collaborate across the private, public, and nonprofit sectors, adopting new methodologies to drive better solutions. We engage with our city, our world, and our leaders every day to evaluate and test our ideas. And we lead with our passion for driving social change, knowing that passion alone does not equal impact. This is Harris Public Policy: Social impact, down to a science.

Job Summary
 

The Faculty and Academic Support Specialist performs complex and diverse duties in support of the day-to-day operations of the Academic Appointments department within Business Operations with a strong focus on administrative support to Harris faculty members, academic appointees, and lecturers to allow them to focus more on their research and teaching. The Faculty and Academic Support Specialist also provides support to leadership by supporting lecturer appointment processes.

Responsibilities

• Provide administrative support to faculty, academic appointees, and lecturers.

• Processes and screens incoming and outgoing communication and correspondence.

• Creates, edits, tracks and maintains electronic and written documentation, relevant data and statistics.

• Oversees project workflow to ensure materials are produced with accuracy and on time.

• Manages expense reimbursements in the GEMS system.

• Schedules appointments and meetings.

• Duplicates class materials.

• Ordering books, supplies and other materials for courses.

• Organizes internal conferences and workshops.

• Schedules travel arrangements for invited speakers for conferences and workshops.

• Assists with reserving meeting rooms.

• Prepares University reimbursement forms.

• Assists with job talk coordination and scheduling.

• Coordinates food orders and facilities set-up for job talks and meetings.

• Work with Senior Director of Academic Appointments and Faculty Affairs on academic appointment.

• Assists with communication and onboarding of part-time lecturers.

• Partners with Senior Director on onboarding of lecturers and visitors.

• Handles administrative tasks associated with courses taught by lecturers.

• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services.

• 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.

• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.

• 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).

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Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• Experience in an administrative or similar role.

• Adept at managing multiple projects simultaneously.

• Strong interpersonal, customer service and problem-solving skills.

• Advanced MS Outlook and efficient MS Word, Excel, and PowerPoint and database skills.

Technical Skills or Knowledge:

• Ability to handle sensitive and confidential situations/information with absolute discretion.

• Excellent verbal and written communication skills.

Preferred Competencies

• Strong customer service orientation, the ability to work effectively with a wide variety of constituents, and the ability to work independently without close supervision.

• Strong organizational skills.

• Ability to maintain calm and courteous demeanor while working productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

Application Documents

• Resume/CV (required)

• Cover Letter (required)

• References Contact Information (3) (required)

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
 

The University of Chicago is an and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via

 

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.

 

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: . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.