Senior Business Coordinator

Department

BSD OCR - Office of Clinical Research

About the Department

The Office of Clinical Research (OCR) was created to further the missions of the University of Chicago Biological Sciences Division and the University of Chicago Medical Center by developing and supporting specific infrastructure components related to clinical and translational research. The OCR focuses on six key areas of service including: Human Subject Protection (IRB); Training and Education; Regulatory and Contract Oversight; Quality Assurance/Reporting and Auditing; Financial/Billing Compliance; Institutional Infrastructure.

Job Summary

The Senior Business Coordinator provides confidential and high-level office and location support activities by leading and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

The Senior Business Coordinator works within the Biological Sciences Division providing administrative support to the designated executive leaders to include daily calendar management and assisting with organization and project oversight for strategic initiatives. This key position supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgement to escalate matters appropriately and to ensure the smooth and effective operations of the office suite. They will be creative and positive self-starter, with the right set of skills to take on a range of projects and work from concept to completion. This fast-paced role demands a high level of discretion, confidentiality, attention to detail, and flexibility.

Responsibilities

• Assists in managing daily operation of the central research office by proactively providing and managing administrative, expense, and logistic support for the office suite, including but not limited to, calendar management, room reservations, expense management, procurement, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.
• Triages emails and telephone calls for action; refers inquiries to the appropriate person and follows-up to ensure complete and timely responses.
• Provides confidential and high-level administrative support for a leader.  Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader’s calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader’s time.
• Handles purchase orders, invoices, and internal billing on behalf of the central research office.
• Coordinates special projects as directed by the leader.
• Manages a portion of the leader’s budget, monitoring and reconciling accounts.
• Prepares financial and/or administrative reports.
• Organizes and manages meetings; off-site and team-based events for training, development, and recognition; and other organizational initiatives.
• Manages and organizes ad hoc projects to support processes and workflows for the HR and OAA teams.
• Tracks and helps drive completion of key deliverables and follows-up on outstanding items.
• Coordinates information flow from leader's office
• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
• 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, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• 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 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degree.

Experience:

• At least seven years experience in a senior level administrative support position for executive level leaders.
• Background as an administrative assistant in an academic environment.
• Scheduling for multiple leaders, preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.
• Creating, editing, proofing, and sending executive communication on behalf of supported offices.
• Extensive experience in preparing presentations decks for executive leadership.
• Reconciling project budgets, tracking expenses and providing timely updates on office expense management including monthly and quarterly tracking reports.

Technical Skills or Knowledge:

• Familiarity with project management methodologies.
• Advanced experience in Microsoft Outlook, Excel, PowerPoint, Word, and Adobe Acrobat.

Preferred Competencies

• Handle highly confidential and sensitive materials and situations.
• Excellent oral and written communication skills.
• Interact comfortably with senior executives, faculty and staff.
• Develop collaborative relationships throughout the University community.
• Effectively represent the mission, values and strategic plan of the organization and leaders through work products, efforts and communication.
• Reliable, driven and results oriented.
• Strong organizational, communication and interpersonal skills.
• Handle multiple projects and work well under deadlines.
• Use appropriate resources to resolve an issue.

Working Conditions

• Office environment.

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

Salary

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FLSA Status

Exempt

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Pay Range

$60,000.00 - $90,000.00

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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