The Center Administrator (CA) facilitates the Chicago Center for Teachingâ™s (CCT) day-to-day business operations, program support, and event and special projects planning. The position collaborates with leadership and senior staff to plan and implement the administrative elements of CCTâ™s strategic plan, and act as the Centerâ™s front line representative to local and wider academic communities interested in CCTâ™s mission and offerings.
CCT Program Support (45%)
Creates and manages a communications strategy with the long-term goal of serving as the hub for communication about teaching development activities on campus. Works closely with Center staff and leadership to continually hone CCTâ™s public profile, as well as to keep up-to-date information on events, CCT partners, and Center offerings. Drafts, distributes, or uploads announcements about CCT events to the University community, mailing list recipients, UChicagoâ™s events calendar, weekly newsletters, and to the CCT website. Manages membership of all distribution lists and answers all inquiries that arrive in response to distribution list mailings. Manages the Centerâ™s web presence. Initiates internal communications to CCT staff and leadership, keeping Center staff up-to-date on meetings, functions, and deadlines.
Acts as the front-line representative for the Center. With a high level of professionalism, the CA will meet and greet visitors to the Center, answer CCTâ™s main phone line, answer or forward inquiries about CCT programs and events.
Under the direction of the Associate Director and CCT leadership, organizes and enters data into a central repository. Provides supplemental information from inter-organizational resources to support entered data. Reviews inputted data and sends reminders and requests for information. As assigned by the AD, the CA uses data to create presentations and to convert datasets to forms suitable for defined uses.
Manages all the Centerâ™s electronic files.
Provides basic administrative and clerical support as assigned by the AD. Receives and distributes packages and mail, orders office supplies, performs basic desktop publishing and word processing.
CCT Business Operations (45%)
Assists CCT staff with the administrative aspects of seminars, workshops, meetings and events. Inventories and has available commonly used AV cords, adaptors, and equipment, keeping them maintained, accessible and up-to-date. Communicates with AV services to rent specialized equipment.
Monitors the Centerâ™s common areas and assigned offices and coordinates maintenance and repairs with facilities and UCâ™s senior administrators. Performs light cleaning to common areas and takes action to assure optimal safety for the Center.
Reviews and manages the Centerâ™s financial transactions. Ensures prompt payment of invoices to UC departments, outside vendors, and part-time Center partners. Receives and deposits checks and issues purchase orders. Reimburses guest travel expenses and reviews and reconciles some Center expenses for senior staff and leadership using Concur and the Universityâ™s electronic payment system.
Manages CCT computers and business machines and acts as the go-to for Center staff for Information Technology (IT) troubleshooting, services, leasing, and upgrades. Submits work orders and collaborates with IT staff to initiate, track and prioritize requests.
Designs and implements all safety and emergency plans in accordance to guidelines established by the University.
Coordinates with the Registrar to schedule rooms for events. Submits workshops, seminars, meetings and functions to UChicagoâ™s event calendar.
Works closely with CCTâ™s HR partner to onboard new staff. Arranges every aspect of getting new staff members settled into her/his/their assigned offices.
Events and Special Projects (10%)
Designs and implements logistics of small and large-scale events (such as Teaching@Chicago, the annual TA orientation) that meet the vision and objectives of their organizers. Negotiates charges and coordinates all services with internal and external vendors. Manages registration of and outreach to attendees and produces event promotional materials. Monitors events to make sure they run on-time and that their schedules are accurate. Collaborates with event organizers on menus for meals and refreshments.
Coordinates travel logistics and lodging for event speakers and distinguished guests.
Collaborates with UChicagoGRAD and other internal and external partners to plan co-sponsored events.
As directed by the AD and CCT leadership, the CA plans the administrative elements of CCTâ™s special projects and implements them to meet specified timelines.
A successful candidate will have refined communication, planning, and organization skill sets.
She/he/they will have an eye for detail and the experience to identify and implement best practices that promote a seamless, accessible, and flexible administrative work flow.
Essential to the role is responsiveness, initiative, exceptional analytical and problem-solving skills, professionalism, diplomacy, and a dedication to service and the mission of the CCT.
Proficiency with Microsoft and Adobe applications.
Ability to think systemically, streamline processes, be flexible, and work efficiently and effectively.
Ability to take direction and initiative and be proactive.
Education, Experience and Certifications
Bachelors degree required.
Bachelors degree or higher in administration, planning or a related field.
2 years of relevant administrative, project, data, and operations management experience required.
Comfort in an academic and research-intensive environment preferred.
Experience with UChicago's administrative systems and financial applications preferred.
Resume, Cover Letter, and References
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 the Applicant Inquiry Form.
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Internal Number: JR00392
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