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Business Coordinator

Job Description


Department

PSD Computer Science: Administration and Staff


About the Department

The Department of Computer Science is an academic department that has a rich history of advancing and defining new fields of discovery in the physical sciences and computer science, and this tradition continues today. Our inquiry and impact spans from the edge of theory to human-computer interaction to Data Science. We are part of the Physical Sciences Division which includes academic departments and several interdisciplinary research institutes and centers.


Job Summary

The Business Coordinator performs diversified and confidential administrative support for the Computer Science Department. The Business Coordinator is also responsible for maintaining the database for fellows, visitors and students and works in conjunction with the Manager to ensure the facilities are operating to the highest levels of efficiency.

Responsibilities

  • Recipient of monthly reports of expiring visas, jobs & appointments received from the Deanís Office; communicates with manager, supervisors, and faculty members to ensure listed personnelís visas, jobs and appointments are up to date.

  • Manages Adminstaff, OAA and postdoc mail lists and provides reports on various projects/accounts.

  • Regular and ad hoc project assignments that require strong organization and data analysis.

  • Maintains the database of fellows, postdoctoral scholars, visitors, and students; liaison for new postdoc: adding postdocs to slack channel, CS website and postdoc list mail.

  • Acts as liaison in coordinating events and meetings, including planning and onsite logistics for the department, E.g., faculty retreats.

  • Some non-standard hours may be required.

  • Provides administrative support to faculty, including visitors.†

  • Submits requests for payment of invoices, the purchase of goods and services, process reimbursements, and expense reconciliation for departmental and faculty accounts.

  • Processes expense reimbursements for assigned faculty members and their research groups, ensuring the appropriate procedures and protocols are followed.†

  • Purchase necessary goods and services for grant supported work through the Universityís procurement service, following University policies and procedures and working closely with the financial administrator to ensure appropriate account allocation.†

  • Works with faculty/PIís research group members to reconcile purchases and assist with reimbursements for all research group members.

  • Processes payroll for undergraduates and temporary staff; approving time and attendance in Workday.

  • Manages the hiring process for undergraduate and temporary positions; gather required material for hiring purposes.

  • Manages new and reappointment postdoctoral request process and submissions; gathers required material for appointment purposes; collaborates with Human Resources and Deanís office personnel to ensure that postdocs have been approved, pre-fed and fully onboarded.

  • Manages initial or extension visa requests process and submissions for postdocs and research staff; works to gather material for Deanís Office and OIA.

  • Responsible for screening candidates for open positions in the department; conduct phone screenings, coordinate in-person and/or virtual interviews, interview candidates, and conduct reference checks.

  • 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.

  • May initiate correspondence and other written materials under own signature or for the signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.

  • 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

Experience:

  • Experience in an academic environment.

Technical Skills or Knowledge:

  • Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.

  • Knowledge of GEMS, EPayments, Buysite, Microsoft Outlook, and content editing skills.

Preferred Competencies

  • Excellent oral and written communication skills.

  • Strong customer service skills and ability to interact with and serve a diverse population with tact, courtesy, clarity, and diplomacy.

  • Ability to handle sensitive and confidential situations and information with absolutediscretion.

  • Ability to maintain calm and courteous demeanor and to work productively despite heavyworkload, competing priorities, complex problems, and tight deadlines.

  • Ability to use appropriate resources to resolve an issue.

  • Excellent problem-solving skills.

  • Ability to follow an issue through to resolution.

  • Must have the ability to work independently with a minimum amount of direct supervisionand proper discernment.

  • Ability to take initiative and organize and complete projects with minimal supervision.

Application Documents

  • Resume (required)

  • Cover Letter (required)

  • List of References (3) (required)



When applying, the document(s) MUST †be uploaded via the My Experience page, in the section titled Application Documents of the application.



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

Employees must comply with the Universityís COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
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 Applicant Inquiry Form.

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:†http://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.


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