at University of Chicago in Chicago, Illinois, United States
Job Description
DepartmentBSD IPP- Dean's Office
About the Department
The newly created Institute for Population and Precision Health (IPPH), located in the Biological Sciences Division, will integrate a wide spectrum of factors such as human health behaviors, environmental factors, social and economic factors, policies, and genetic determinants of health, into studies focused on the treatment and prevention of disease, as well as the maintenance of wellness. Leveraging and integrating the University of Chicago's considerable institutional strength in population science with research spanning diverse fields such as genetic medicine, cancer epidemiology, microbiome, and epigenomics, the Institute will have the common goal of improving human health outcomes. Another major goal of the Institute will be to develop a new multidisciplinary training program to equip researchers with emerging tools and methods to conduct precision health research within a population health framework. Our faculty led research projects in biostatistics, epidemiology, and health services research and participated in interdisciplinary teams with faculty in other departments to address complex problems in health and healthcare, in our communities and around the globe.
This at-will position is wholly or partially funded by contractual grant funding which is renewed under provisions set by the grantor of the contract. Employment will be contingent upon the continued receipt of these grant funds and satisfactory job performance.
Job Summary
The Operations Specialist works closely with the Operations Manager to execute various operational tasks essential to the smooth functioning of the IPPH Dean's Office, Business Office, and Research team. These duties encompass a diverse range of operational, financial, and research responsibilities and require a high level of attention to detail and organizational skills. The Operations Specialist plays a crucial role in supporting the overall efficiency and effectiveness of the IPPH team, contributing significantly to its success.
Responsibilities
- Responsible for day-to-day office management. Work collaboratively with the IPPH leadership team to develop new, imaginative, or innovative solutions, services, and/or processes to improve department operations. Welcome and assist IPPH faculty, clinical research participants, staff, visitors, and others with professionalism and sensitivity, addressing their inquiries and requests for assistance with tact and courtesy. Develops and manages communications by assisting in creating and revising program materials, including brochures and website content under the direction of IPPH leadership. Oversees and maintains the physical office space, ordering equipment, repairs, and upgrades. Oversee purchasing and procurement of non-routine equipment and materials; ensure materials and equipment inventories are adequate. Has oversight of funds/budget line items allocated for IPPH supplies and maintains supply and inventory documentation, through the management of a centralized repository for IPPH office, research, and clinical research supplies.
- Oversees day-to-day financial processes, payment of invoices, the purchase of goods and services, and the processing of reimbursements. Monitors and reconciles accounts. Researches, compiles, and analyzes data to create reports, presentations, proposals, and other documents, including, but not limited to operational, financial, and monthly reports. Ensures compliance with relevant University policies and guidelines. Frequently adapt, combine, or make improvements to services, processes, and programs. Train and assist staff with computer program usage.
- Supports research projects and/or program development and implementation. Effectively interacts with both internal and external executives and staff, as well as consultants, to create projects and/or program design and ensure the success of projects and initiatives. Coordinates logistics of major events, and assists in planning events. Prioritizes and manages multiple projects simultaneously and follows through on issues promptly. Provide support for the specific requirements of IPPH Research Assistants and Research Coordinators in DCAM and other clinic locations as needed. Assisting with the preparation for events in the community and overall participant recruitment activities.
Other Responsibilities:
- Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
- Analyzes program budgets and uses a moderate/high level of authority to recommend or makes budgetary recommendations.
- Interacts with faculty, researchers and staff for committee work or information.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through ---
Certifications:
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Preferred Qualifications
Education:
- Bachelor's degree.
Experience:
- Experience working in a busy office environment.
Technical Skills or Knowledge:
- Proficient in Microsoft Office suite applications, specifically Outlook and Excel.
- Proficient in Adobe Acrobat.
- Must be able to work independently and collaboratively to support the efforts of the overall projects to accomplish required tasks and achieve departmental objectives while creating a high-quality and respectful work environment.
- Must demonstrate attention to detail and ability to adapt and improve processes.
- Must possess sound judgment, excellent reasoning and decision-making skills, meticulous record-keeping, and ability to work with diverse personalities.
- Must be comfortable with multitasking and adapt to competing priorities.
- Ability to make decisions within prescribed limits and/or provide input to others
- Ability to interpret and communicate work policies and procedures.
- Excellent written and oral communication skills.
- Excellent time management skills and ability to multi-task and prioritize work.
- Strong attention to detail.
- Must be organized, accurate, thorough, and able to monitor work for quality.
- Must be dependable, able to follow instructions, and respond to management direction.
- Ability to communicate with tact and diplomacy with a wide range of internal and external constituencies is necessary.
- Must have demonstrated ability to handle sensitive/confidential material in a professional manner.
Working Conditions
- Regular attendance.
- Office environment.
Application Documents
- Resume (required)
- Cover Letter (preferred)
When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Administration & Management
Role Impact
Individual Contributor
FLSA Status
Exempt
Pay Frequency
Monthly
Scheduled Weekly Hours
40
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Statement
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
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:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
