Administrative Specialist

Job description

Hyde Park Campus

20125 Pathology

About the Unit
The Administrative Specialist will be embedded in a vibrant group of research teams working on cutting edge topics in the field of immunology, a scientific focus within the Department of Pathology. The scientists work on various aspects of host-microbiome and pathogen interaction in the gut, immune cell signaling, development and function. Our scientific community consists of national and international senior and junior faculty, postdoctoral fellows, graduate and undergraduate students, research assistants and visiting scientists. This makes it a very dynamic, diverse and rich group of people to work with.

Job Information

Job Summary:

Exciting opportunity to work as an Administrative Specialist in a stimulating and international research environment at the University of Chicago. The Administrative Specialist will perform complex and diverse administrative duties in support of the day-to-day operations of a subgroup of research teams within the Department of Pathology under general direction from senior management. He/she will be located in a newly renovated space in immediate proximity to the faculty and laboratories. He/she will serve as a liaison to the University community regarding administrative issues such as finances, travels, grants and protocols, non-academic personnel, and communications; resolve office problems independently and facilitate solutions, conferring with supervisor to resolve the most complex issues. He/she will coordinate office functions, including developing and implementing office procedures and policies and may serve as a resource in interpreting University policies and guidelines. Help manage professional and support staff including hiring, performance appraisals, and promotions; coordinate work assignments; ensure accuracy and timeliness of work; coordinate other personnel matters, including managing recruitment, settling and training of new personnel.


  • Serves as a first contact point for scientific staff for all administrative issues.
  • Performs high level administrative duties in support of office functions.
  • Monitors and reconciles accounts.
  • Tracks all bills and expense reimbursements.
  • Researches, compiles and analyzes data to create reports, proposals and other documents including but not limited to financial and monthly reports.
  • Composes and edits correspondence and other documents.
  • Maintains and updates Web content.
  • Monitors and orders office supplies.
  • Oversees and maintains the physical office space, ordering equipment repairs and upgrades.
  • Coordinates logistics of major events.
  • Schedules diverse and complex appointments, meetings, and travel arrangements.
  • May manage special projects or functions related to the business of the organizational unit.

  • Excellent oral and written English communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent ability to promptly adjust to a new environment and system.
  • Excellent problem-solving skills.
  • Ability to follow an issue through to resolution in a time efficient manner.
  • Ability to handle public contract with courtesy, clarity, and diplomacy.
  • Ability to handle sensitive and confidential situations and information with absolute discretion.
  • Ability to adapt to the needs of an international community, including cultural differences and language barriers
  • Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
  • Ability to use appropriate resources to resolve an issue.
  • Considerable skill in working both independently and as a team member.
  • Ability to take initiative and organize and complete projects with minimal supervision.
  • Proficiency with word processing applications and spreadsheets and databases.
  • Ability to take initiative and organize and complete projects with minimal supervision.

Additional Requirements

Education, Experience and Certifications:

  • High School Diploma Required
  • Bachelor's degree in business administration or equivalent preferred

  • A minimum of three years of progressively responsible administrative experience.

Required Documents:
  • Resume
  • Cover Letter

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.

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Job No:
Posted: 12/22/2018
Application Due: 2/20/2019
Work Type: