Business Administrator 1

Job description

Hyde Park Campus

22253 Mathematics

About the Unit
This position reports to the Departmental Administrator in the Department of Mathematics and handles a diverse portfolio of responsibilities in the areas of human resources, event planning and other programmatic functions in support of the Administrator, Chair, faculty, OAA's, staff, students and visitors in the Department of Mathematics. Plans and administers departmental events. Oversees the appointment and reappointment process for visitors. Assists and advises with activities related to space, moves, and maintenance for Eckhart and Ryerson.

Job Information

Job Summary:

Plans and administers departmental events, such as conferences, receptions, colloquia and seminars. Selects locations and caterers, negotiates contracts with vendors providing accommodations and consumables, manages guest lists, oversees event budgets and manages costs, oversees communications and publicity, coordinates activities with other University departments and offices; and identifies the overall needs to make the activities successful. In consultation with the Departmental Administrator, plans and manages finances including assisting in developing budgets for conferences and events; monitoring expenditures and providing regular updates on the state of finances, authorizing expenses and ensuring that all expenses are paid, and ensuring that conferences meet budget targets. Manages guest lists, caterers, reservations, travel arrangements publicity and expense reimbursements for speakers and attendees. Coordinates activities with support personnel in the department, in other campus offices.

Oversees the appointment and reappointment process for Visiting Scholars, Visiting Faculty and Postdoctoral Fellows. Assists with on-boarding visitors. Reviews all materials for appointments and ensures materials meet Dean's Office requirements. Pre-feed new Postdocs, faculty, temporary lecturers into UCAT. Ensures that new hires are logging into Workday to complete onboarding activities. Serves as a liaison to the Office of International affairs to resolve visa issues, and serves as the primary contact for visitors to counsel on work/life related issues like benefits, University IDs, housing, etc. May interact with and assist graduate students.


  • Responsible for telecommunications and networking changes.
  • Manages office supply inventory and ordering, bulletin boards, duplicating, document distribution, postage, institutional research, internal and university phone books.
  • Provides confidential administrative support to the Departmental Administrator, Chair, Faculty and Visitors to the Department of Mathematics. Manage student summer support.

  • Excellent organizational and communication skills.
  • Excellent problem-solving skills.
  • Works effectively both as part of a team and independently.
  • Ability to take initiative and organize and complete projects with minimal supervision.
  • Attention to detail required.

Other Job –related Information:
  • Develops and maintains productive working relationships with faculty, staff, and students within the department and in other university offices.
  • Duties related to external affairs require considerable interpersonal skill in dealing with visitors and administrative skill in dealing with attendant issues (visas, reimbursements, etc.).

Additional Requirements

Education, Experience or Certifications:

  • High School diploma required.
  • Bachelor's degree OR 3-5 years of experience in positions of increasing responsibility preferred.

  • Proven ability to manage meetings and events required.
  • Experience working in an academic setting preferred.
  • Experience with standard computer programs (e.g. MS Office Word, and Excel, standard email and internet applications) required.

Required Documents:
  • Cover Letter
  • Resume
  • References contact information

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualifications

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

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

Health Screen 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.

To learn more about the university click here





Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 7/14/2018
Application Due: 7/24/2018
Work Type: