Administrative Operations Manager

Job description

Alliance for Clinical Trials in Oncology Chicago Office

2010050 BSD - CALGB

About the Unit
The Alliance for Clinical Trials in Oncology (Alliance) is a National Cancer Institute (NCI) sponsored research organization with over 100 member networks (over 1200 research sites). The Alliance for Clinical Trials in Oncology at the University of Chicago serves as the office for scientific protocol, administrative, regulatory and pharmaceutical affairs operations of the Alliance.

Job Information

Job Summary:

The Administrative Operations Manager manages administrative operations, communications, human resources and office management activities. Supervises administrative staff. Leads development of standard operating procedures, in conjunction with other Alliance managers.


Operations Management:

  • Manage operations teams (communications, training, reporting, project management, general administration), including day-to-day operations, as assigned by the Chief Administrative Officer (CAO)
  • Oversee project development and implementation of initiatives. In addition to supervising administrative and HR assistant, may supervise data analyst/report writer, communications, training and project management staff, as appropriate
  • Ensure staff manage and prioritize workload; meet goals and deadlines; and resolve issues in a timely and efficient manner. See administrative staff supervision for additional details on general staff management expectations
  • Oversee development of Alliance policies and standard operating procedures. Manage collaborative and integrative efforts between Alliance units, National Cancer Institute (NCI), and other health or regulatory agencies

Office Management:
  • Plan and implement all support services provided within Alliance Chicago Office, in consultation with the CAO and senior managers. These support services include, but are not limited to: office management, scheduling, managing all forms of communication (mail, telephones, written and electronic correspondence, etc.), travel, materials preparation, mail delivery, facsimile, reception
  • Serve as liaison to vendors and University of Chicago representatives regarding office equipment. Review office equipment service contracts, ensure cost effective use of office resources and manage related budgets, in conjunction with Finance staff
  • Serve as liaison to building management. Ensure that all documentation required, e.g., Certificate of Insurance, is maintained. Review and approve service, maintenance, supplies and office equipment work requisitions. Educate Chicago Office personnel regarding building security and safety procedures. Coordinate space/office assignments for employees.
  • Coordinate staff training program
  • Coordinate staff meetings and other staff functions
  • Coordinate information system and technology services; ensure functionality of telecommunications/information systems for the Alliance office. Maintain and update Alliance Chicago Office SOP/ Manual

Human Resource Administration/Management
  • Manage the staff employee hiring process for the department, including preparation of job descriptions, job requisitions, personnel data, accruals and university and departmental orientation of new employees
  • Coordinate system access for staff
  • Serve as departmental liaison to University of Chicago and BSD Human Resources regarding labor relations issues (in conjunction with managers), job postings, job classifications, employee benefits, payroll, leave administration, employee departures, policies and procedures
  • Maintain all human resource files and maintains vacation and accrual records. Attend the University/HR meetings and advise the CAO and other managers of changes in human resources policies and procedures. Supervise other department HR partners

Administrative Staff Supervision
  • Supervise and train the administrative support staff in their duties supporting the Alliance Chicago Office and the Alliance members
  • Assign, prioritize and review the work of administrative staff. Monitor workload and evaluate performance
  • Evaluate workflow and implement processes for improving overall office efficiency and productivity
  • Provide or arrange coverage for administrative staff absences. Coordinate materials preparation and staff support for Alliance Group meetings and other adhoc meetings.
  • Determine resource requirements, compose job descriptions, oversee interviewing and hiring, perform merit reviews and corrective actions up to and including termination, and provide ongoing supervision, guidance and training as needed

  • Familiarity with general business practices
  • Commitment to providing a high level of service and working in a team environment
  • High degree of professionalism
  • Attention to detail
  • Ability to handle confidential information with utmost discretion
  • Excellent interpersonal, oral and written interpersonal skills
  • Ability to handle multiple tasks simultaneously and under tight deadlines
  • Strong analytical and organizational skills
  • Proficient in Microsoft Word, Excel, Adobe Acrobat, and PowerPoint.

Additional Requirements

Education and Experience:

  • Bachelor's degree and minimum three years relevant and progressively responsible experience required

  • Supervisory experience required.
  • Health care or clinical research experience preferred.

Required Documents:
  • Resume
  • Cover Letter
  • Reference Contact Information

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualification

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Background Check Required?


Posting Date

Remove from Posting On or Before

Posting Statement:

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.

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

Full time

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

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Job No:
Posted: 2/21/2018
Application Due: 4/19/2018
Work Type: