Research Administrative Assistant

Department

BSD CCC - Cancer Research Lab

About the Department

The University of Chicago Comprehensive Cancer Center (UCCCC) is an integral component of the Biological Sciences Division (BSD). The BSD is the largest of four Divisions of the University and includes the Pritzker School of Medicine. UCCCC administers four established scientific programs, and the NCI-sponsored Cancer Center Support Grant funds ten Shared Resources. The Comprehensive Cancer Center comprises over 190 faculty members from twenty departments, with members currently being awarded over $47 million in total direct costs in peer-reviewed cancer research grants, and $28 million in non-peer-reviewed grants and contracts. The activities of the Center are broad and varied, including research, training and education, communications, fundraising, marketing, clinical trials management, and community outreach.

UCCCC has one of the largest cancer clinical trials programs in the country and in the Chicago area, with nearly 500 adult and pediatric therapeutic trials actively accruing patients. Many of these studies are investigator-initiated, including Phase I or I/II trials, demonstrating UCCCC's commitment to translating basic research findings to the clinic through proof-of-principle and early-phase studies. UCCCC opens over 250 new trials each year and accrues approximately 900 participants to therapeutic trials each year.

Job Summary

This position provides business support within established procedures regarding office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.

Responsibilities

• Provides basic administrative support for designated faculty members and their laboratory staff, including but not limited to supply replenishment.
• Organizes and manages lab-related administrative tasks, ensuring timely execution and prioritization.
• Manages group mailing lists, handles incoming emails, and processes purchases for lab needs. Creates shipping labels and assists with shipping for the lab group.
• Coordinates group meetings and events, including ordering food and drinks, setting up rooms, and checking AV equipment.
• Assists in onboarding new lab members, ensuring all necessary documentation and access are in place.
• Coordinates with the executive assistant in support of the director in areas that include but are not limited to scheduling for lab-related meetings, correspondence, drafting, submission, and tracking of recommendation letter requests, and other areas as needed.
• Assists with providing administrative support for the UCCCC director. Stays informed of activities relating to programs and initiatives.
• Assists the lab manager with ensuring the smooth workflow and coordination across teams.
• Tracks lab equipment, ensuring accurate records.
• Archives important group documents, including purchase orders, contracts, and proposals.
• Manages guest visits.
• Works with vendors to obtain quotes, create purchase orders, and receive receipts.
• Collaborates with the financial department to reconcile receipts, orders, and expense reports.
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• 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

Experience:

• Background in an academic research environment.
• Familiar with research equipment.

Technical Skills or Knowledge:

• Knowledge of the Microsoft Suite, including Outlook.
• Understand complex documents, such as clinical trials.

Preferred Competencies

• Interact and communicate with clarity, tact, and courtesy with patrons, patients, staff, faculty, students, and others..
• Strong organizational skills.
• Excellent interpersonal skills.
• Strong data management skills and attention to detail.
• Handle competing demands with diplomacy and enthusiasm.
• Absorb large amounts of information quickly.
• Adaptability to changing working situations and work assignments.

Working Conditions

• Navigate the UChicago Campus.
• Onsite position.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

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

$21.63 - $28.85

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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