Business Administrator 1
Hyde Park Campus
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.
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.).
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.
- Cover Letter
- References contact information
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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?
Remove from Posting On or Before
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