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Business Administrator

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 Administrator performs diversified and confidential administrative support for the Computer Science. The Business Administrator is responsible for managing the postdoctoral appointment process, visa request process, and the hiring process for the undergraduate positions. The Business Administrator 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

  • Provide administrative support to faculty, including visitors.

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

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

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

  • Responsible for studentís workday time approvals.

  • Point of contact for all student employment related questions.

  • Recipient of monthly reports of expiring visas, job & 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.

  • Manage Adminstaff, OAA and postdoc mail lists and provide 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.

  • 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.

  • 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.

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

  • 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.

  • 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.

  • Assists in the monitoring of the various financial and budgetary activities, including vendors contracts.† Preparing and monitoring the budget for a unit.

  • Performs other related work as needed.


Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 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

  • Detail oriented.

  • 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 absolute discretion.

  • Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, 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 supervision and proper discernment.

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

Application Documents

  • Resume (required)

  • Cover letter (required)

  • References (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

Exempt


Pay Frequency

Monthly


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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