Office Manager and Program Assistant

Department

UL Crime Ed Lab Office Support

About the Department

About the Department

In cities across the country, people face high rates of gun violence, under-resourced schools, and social harms associated with the criminal justice system -- all of which disproportionately impact people of color. These inequalities have profound consequences on public safety and opportunity. As a society we have failed to address these challenges, in part, because of our lack of understanding of the most effective and cost-effective solutions that can have a real impact on people’s lives. We believe that rigorous research can help.

The University of Chicago Crime Lab and Education Lab partner with cities and communities to use data and rigorous research to design, test, and scale programs and policies that enhance public safety, improve educational outcomes, and advance justice. Our mission is to combine world-class data science and research, in partnership with government agencies, to substantially improve the effectiveness of the public sector and achieve impact at scale. To learn more about the Crime Lab and Education Lab, visit https://urbanlabs.uchicago.edu/labs/crime.

About the Role

The University of Chicago Crime Lab and Education Lab is seeking an experienced and highly organized administrative professional to serve as our Office Manager and Program Assistant to our Community Safety Leadership Academies. This role will manage the day-to-day operations of a hybrid office while supporting logistics and planning for programs and events. This position requires on-site presence in our office and various program sites.

Job Summary

The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

Responsibilities

• Provides excellent service as the front desk manager for the office by coordinating visitors, greeting and assisting guests, and answering main phone line. Independently manages issues and questions that arise for employees and guests in day-to-day operations.
• Creates and implements process improvements for general office management, including the development of operational references and/or manuals.
• Maintains an accounting of all office supplies and proactively places orders for new supplies as needed. Maintains numerous office machines, services, and spaces; receives and distributes mail.
• Serves as the main point of contact for building management and maintenance teams, key vendors, deliveries, and University offices.
• Assists with financial duties, such as processing reimbursements, expense reconciliation, paying invoices, and depositing checks.
• Provides significant and hands-on logistical support to the CSLA program teams by implementing plans for meetings, events, and other offsite activities. This includes but is not limited to: coordinating with venues to research, evaluate, and secure appropriate event space, confirming logistics, and serving as primary point of contact for venue staff before and during events.
• Provides logistical support to CSLA participants through travel and accommodation arrangements, scheduling, and processing stipends. Serves as a point of contact for participants during their time in the program.
• Proactively identifies potential problems and exhibits good judgement in identifying and implementing decisions.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Competencies

• Strong oral and written communication skills.
• Ability to professionally interact with researchers, funders, and other key external stakeholders.
• Ability to work independently, solve problems, and manage multiple, concurrent tasks.
• Ability to exercise considerable discretion and judgment.
• Excellent organization skills and attention to detail.
• Demonstrated…