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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12379286 Department

BSD ARC - Administration

About the Department

The Animal Resources Center (ARC) at The University of Chicago is responsible for the use and care of all research animals on campus. The ARC manages 8 facilities and a business office. Its sections are as follows: husbandry, maintenance, operations, veterinary care, finance and administration. The unit merged with the Office of Shared Research Facilities (OSRF) managing all of the BSD cores on campus.

Job Summary

Perform advanced, diversified operations support for leadership positions in the Animal Resources Center (ARC) and Office of Shared Research Facilities (OSRF). Relieve senior management of as much administrative/business detail as possible. Stay informed of activities relating to the unit and to University programs and research initiatives, apprising the executive team of issues when deemed necessary. Coordinate information flow and data collection from ARC/OSRF and represent senior management to other University executives, other University offices and outside agencies.

Responsibilities

• Manages written materials/reports or data for ARC/OSRF faculty/senior management, triage incoming/outgoing information, coordinate information flow, data collection and act as resource person for information covering ARC/OSRF and other BSD and University offices.
• Participates in short-term projects relevant to operational efficiencies, works closely with the Operations team and assists with PI request implementation.
• Resolves routine and complex internal/external inquiries, refers inquiries to the appropriate person and acts as a liaison or resource person. Follows-up to ensure complete and timely responses. Ensures the management team is prepared for meetings and events.
• Works with faculty/senior management in identifying problems and resolving issues relevant to projects, meetings or events.
• Ensures overall timely delivery and outcome of information flow for the unit.
• Works with the ARC Research Support team and provides assistance with daily/weekly transactional activities using the AIMS system relating to investigator support.
• Works with vendors and other external representatives in obtaining quotes or information regarding supplies and equipment, works with Finance group on procurement requirements for purchasing materials.
• Manages reconciliation with credit card purchases.
• Plans, organizes, schedules and coordinates meetings, conferences, lean management principles (E4L) trainings and special events, ensuring the management team is prepared through compiling data, statistics, and other information and materials.
• Assists with coordinating recognition program.
• Assists with human resources activities, tasks, and announcements; works closely with the Director of Strategic Operations and the Director of Finance and Administration on preparing required documentation submitted to BSD human resources.
• 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.

Minimum Qualifications

Education:

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

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Work Experience:

Minimum requirements include knowledge a d 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

Education:

• Bachelor\'s degree, relevant to a scientific field.

Experience:

• 1-3 years of progressively responsible administrative/business office experience.
• Background in an academic and/or biomedical research environment or animal research.

Technical Skills or Knowledge:

• Experience with software applications, such as Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent.
• Knowledge of website design.

Preferred Competencies

Excellent communication, organizational and strategic planning skills.

Work under pressure to meet deadlines.

Interact and communicate with vendors, principal investigators and other members of the University.

Take initiative, organize and complete projects with minimal supervision.

Handle public contacts with courtesy, clarity, and diplomacy.

Handle sensitive and confidential situations and information with absolute discretion.

Considerable skill i