University of Chicago
Join to apply for the
Operations Specialist
role at
University of Chicago .
Get AI-powered advice on this job and more exclusive features.
Department PME Pritzker School of Molecular Engineering
About The Department The Pritzker School of Molecular Engineering (PME), established in May 2019, evolved from the Institute for Molecular Engineering founded in 2011. It integrates science and engineering to address global challenges at the molecular level. The PME's academic and research programs benefit from the University of Chicago’s partnership with Argonne National Laboratory. It is the first new school at the University of Chicago in three decades and the first dedicated to molecular engineering in the nation. PME aims to expand its faculty, empower students from diverse backgrounds, and bring solutions to societal problems while training future scientific leaders and entrepreneurs.
Job Summary Reporting to the Institute Manager, this position manages daily operations, including events, purchasing, reimbursements, and administrative tasks for faculty, staff, postdocs, and PhD students. The Operations Specialist provides exceptional customer service and administrative support, demonstrating professionalism, discretion, and the ability to handle confidential information. Regular onsite presence is required for at least 3 days a week, with work hours from 7 am to 7 pm, including occasional evenings and weekends for events or activities.
Responsibilities
Manage and support administrative tasks such as calendar management, room reservations, expenses, mail, travel, and recruitment.
Process and track financial transactions, reimbursements, and departmental invoices using GEMS, Oracle, etc.
Coordinate events like colloquia and seminars, including travel arrangements, agendas, receptions, advertising, and reimbursements.
Support scheduling for leaders, prepare them for meetings, and assist with hybrid workforce needs.
Organize meetings, off-site events, organizational initiatives, and follow up on pending items.
Handle inquiries, interpret office policies, and exercise judgment in responses.
Maintain faculty CVs and track deliverables.
Support ad hoc projects, prepare reports, and assist with office operations and budgets.
Perform other related duties as needed.
Minimum Qualifications Vocational training, apprenticeships, or equivalent experience in a related field; typically not requiring a four-year degree.
Work Experience At least 7+ years of relevant work experience.
Preferred Qualifications
Bachelor’s degree.
3+ years of responsible business and administrative experience.
Experience as an executive assistant or program manager in academia or healthcare is a plus.
Familiarity with higher education environments.
Proficiency in Microsoft Office, project management methodologies, and presentation preparation.
Ability to handle confidential materials, interact with senior staff, develop relationships, and work independently.
Application Documents
Resume/CV
Cover Letter
Three professional references
Upload documents via the "My Experience" page under "Application Documents".
#J-18808-Ljbffr
Operations Specialist
role at
University of Chicago .
Get AI-powered advice on this job and more exclusive features.
Department PME Pritzker School of Molecular Engineering
About The Department The Pritzker School of Molecular Engineering (PME), established in May 2019, evolved from the Institute for Molecular Engineering founded in 2011. It integrates science and engineering to address global challenges at the molecular level. The PME's academic and research programs benefit from the University of Chicago’s partnership with Argonne National Laboratory. It is the first new school at the University of Chicago in three decades and the first dedicated to molecular engineering in the nation. PME aims to expand its faculty, empower students from diverse backgrounds, and bring solutions to societal problems while training future scientific leaders and entrepreneurs.
Job Summary Reporting to the Institute Manager, this position manages daily operations, including events, purchasing, reimbursements, and administrative tasks for faculty, staff, postdocs, and PhD students. The Operations Specialist provides exceptional customer service and administrative support, demonstrating professionalism, discretion, and the ability to handle confidential information. Regular onsite presence is required for at least 3 days a week, with work hours from 7 am to 7 pm, including occasional evenings and weekends for events or activities.
Responsibilities
Manage and support administrative tasks such as calendar management, room reservations, expenses, mail, travel, and recruitment.
Process and track financial transactions, reimbursements, and departmental invoices using GEMS, Oracle, etc.
Coordinate events like colloquia and seminars, including travel arrangements, agendas, receptions, advertising, and reimbursements.
Support scheduling for leaders, prepare them for meetings, and assist with hybrid workforce needs.
Organize meetings, off-site events, organizational initiatives, and follow up on pending items.
Handle inquiries, interpret office policies, and exercise judgment in responses.
Maintain faculty CVs and track deliverables.
Support ad hoc projects, prepare reports, and assist with office operations and budgets.
Perform other related duties as needed.
Minimum Qualifications Vocational training, apprenticeships, or equivalent experience in a related field; typically not requiring a four-year degree.
Work Experience At least 7+ years of relevant work experience.
Preferred Qualifications
Bachelor’s degree.
3+ years of responsible business and administrative experience.
Experience as an executive assistant or program manager in academia or healthcare is a plus.
Familiarity with higher education environments.
Proficiency in Microsoft Office, project management methodologies, and presentation preparation.
Ability to handle confidential materials, interact with senior staff, develop relationships, and work independently.
Application Documents
Resume/CV
Cover Letter
Three professional references
Upload documents via the "My Experience" page under "Application Documents".
#J-18808-Ljbffr