Job Description

Job Description:

• Collaborate with the Director of Lab Operations to ensure smooth workflow and coordination across teams.

• Organize and manage lab-related administrative tasks, ensuring timely execution and prioritization.

• Manage group mailing lists, handle incoming emails, and process purchases for lab needs.

• Coordinate group events, including ordering food and drinks, setting up rooms, and checking AV equipment.

• Coordinate with Office of the President in support of the Principal Investigator 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.

• Assist in onboarding new lab members, ensuring all necessary documentation and access are in place.

• Assist with grant proposal creation and submission (training provided).

• Maintain the group website, performing updates as needed (training will be provided; web design skills are a plus).

• Coordinate desk allocations and assist with office logistics for students and staff.

• Track lab equipment and inventory, ensuring accurate records.

• Archive important group documents, including purchase orders, contracts, and proposals.

• Assist in writing, submitting, and tracking offer and recommendation letters.

• Manage undergraduate contracts, intern schedules, guest visits, and paperwork.

• Reserve rooms for meetings and ensure AV equipment is operational.

• Attend occasional group events that occur outside of regular working hours (a few times per year).

• Assist with the logistics of research centers affiliated with the group and run by the Director of Lab Operations.

• Work with vendors to get quotes, make purchase orders, and obtain receipts.

• Collaborate with the financial department to reconcile receipts with orders and expense reports.

• Assist with reimbursement requests for the group.

• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.

• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.

• Researches and analyzes data to create reports, and may create other reports for grants and contracts.

• Performs other related work as needed.

Preferred Qualifications

Education:          

• Bachelorâ™s degree in business administration, communications, or a related field.

Experience:        

• Experience in administrative roles, preferably in a research or academic setting.

• Managing communications, logistics, and event planning.

Preferred Competencies

• Proficiency with basic office software (Microsoft Office Suite, Google Workspace).

• Basic website management skills.

• Familiarity with budget tracking, purchase orders, and vendor management.

• Strong organizational skills and attention to detail.

• Ability to prioritize tasks and manage multiple responsibilities effectively.

• Excellent written and verbal communication skills.

• Ability to work independently, fill in dead time with tasks, and take initiative.

• Strong problem-solving skills and a proactive attitude.

Working Conditions

• Office setting within a research laboratory.

• Occasional physical demands include lifting light equipment (e.g., AV setup).

• Ability to attend occasional events outside of standard working hours.

Application Documents

• Resume (required)

• Cover Letter (preferred)

• References (preferred)

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

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

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

About University of Chicago (UC)

One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.

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