Assistant Director, Operations
The University Of Chicago, Chicago, Illinois, United States, 60290
**Department**Booth Advancement: Operations**About the Department**The University of Chicago Booth School of Business is the second-oldest business school in the U.S. and second to none when it comes to influencing business education and business practices. Since 1898, the school has produced ideas and leaders that shape the world of business. Their rigorous, discipline-based approach to business education transforms students into confident, effective, respected business leaders prepared to face the toughest challenges.
Chicago Booth has the finest set of facilities of any business school in the world. Each of the four campuses (two in Chicago, one in London, and one in Hong Kong) reflects the architectural traditions of its environs while offering a state-of-the-art learning environment.
Chicago Booth is proud to claim:
-an unmatched faculty.
-degree and open enrollment programs offered on three continents.
-a global body of nearly 56,000 accomplished alumni.
-strong and growing corporate relationships that provide a wealth of lifelong career opportunities.
As part of the world-renowned University of Chicago, Chicago Booth shares the University's core values that shape the distinctive intellectual culture. At Booth, they constantly question and test ideas, and seek proof. This extraordinarily effective approach to business leads to new ideas and innovative solutions. Seven of the Booth faculty members have won Nobel Prizes for these ideas - the first business school to achieve this accomplishment. For more information about the University of Chicago Booth School of Business, please visit: http://www.chicagobooth.edu/.**Job Summary**The Assistant Director, Operations, is a member of the Advancement team at the University of Chicago’s Booth School of Business. This position provides operational support and functions as the overall concierge to the Office of Advancement, promptly answering questions, solving problems, providing appropriate resources, and ensuring satisfaction via follow-up to the Office of Advancement and executive-level support to the Chief Advancement Officer.**Responsibilities*** Inventories, orders, and physically stocks office supplies; triage facility issues; responds to and manages requests; maintains staff lists; distributes incoming mail; prepares outgoing mail; maintains communication with building management; meeting support including teleconferencing and Zoom; and maintains the general office environment and common workspaces.* Serves as the department’s primary point of contact for purchasing, contracts, and payment procedures and inquires, and provides guidance on related policies.* Processes purchase orders, payment requests, and reimbursements through Oracle, the University’s system for managing procurement. Submits contract requests for internal review and approval and proactively manages contract renewals.* Manages the creation of supplier profiles in Oracle and oversees updates through the University’s Service Now portal. Handles payment resolution issues and follows-up on outstanding payment issues.* Provides executive-level support to the Chief Advancement Officer (CAO), including calendar management, scheduling appointments and meetings, making travel arrangements, and managing expense reports. Anticipates, organizes, and prepares necessary materials prior to the CAO’s donor and alumni meetings and events.* Completes the CAO’s contact reports in Phoenix, the University’s alumni and donor database of record, ensuring that all donor and alumni correspondence and meeting notes are accurately recorded.* Provides broad administrative and strategic support to ensure the CAO’s priorities are effectively executed and aligned across the organization.* Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with a limited degree of supervision.* Collects, interprets, and performs some routine analyses of payables data. May act as an informal resource to associates with less experience.* 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 5-7 years of work experience in a related job discipline.**Certifications:****---****Preferred Qualifications****Education:*** Bachelor’s degree.**Experience:*** Supporting an executive.**Technical Skills or Knowledge:*** Proficiency with Microsoft Word, Excel, and Outlook.* Familiarity with University of Chicago alumni databases and systems (Oracle and Salesforce).**Preferred Competencies*** An exceptional commitment to customer service, attention to detail, proven track record of problem solving, and the ability to quickly learn and take ownership of projects.* Work independently, identify opportunities for improvement, and recommend effective changes, all while achieving key objectives resulting in desired outcomes.* Handle multiple detailed tasks and projects simultaneously and meet strict deadlines with frequent interruptions.* Excellent organizational, decision-making, and research/investigative skills.* Self-motivates and work well with and through others.* Superior verbal and written communication skills.* Scrupulous attention to matters of discretion and confidentiality.**Working Conditions*** This position is currently expected to work a minimum three days per week in the office.* Travel to campus and/or non-campus locations for University business.* Work some evening and weekend hours, with advanced notice.**Application Documents*** Resume/CV (required)* Cover Letter (required)When applying, the document(s) **MUST** be uploaded via the **My Experience** page, in the section titled **Application Documents** of the application.**Job Family**Financial Management**Role Impact**Individual Contributor**Scheduled** **Weekly Hours**37.5**Drug Test Required**No**Health Screen Required**No**Motor Vehicle Record Inquiry Required**No**Pay Rate Type**Hourly
**FLSA Status**Non-Exempt
**Pay Range**$29.74 - $33.33The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.**Benefits Eligible**YesThe University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the**Posting Statement**The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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 Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via 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, #J-18808-Ljbffr
Chicago Booth has the finest set of facilities of any business school in the world. Each of the four campuses (two in Chicago, one in London, and one in Hong Kong) reflects the architectural traditions of its environs while offering a state-of-the-art learning environment.
Chicago Booth is proud to claim:
-an unmatched faculty.
-degree and open enrollment programs offered on three continents.
-a global body of nearly 56,000 accomplished alumni.
-strong and growing corporate relationships that provide a wealth of lifelong career opportunities.
As part of the world-renowned University of Chicago, Chicago Booth shares the University's core values that shape the distinctive intellectual culture. At Booth, they constantly question and test ideas, and seek proof. This extraordinarily effective approach to business leads to new ideas and innovative solutions. Seven of the Booth faculty members have won Nobel Prizes for these ideas - the first business school to achieve this accomplishment. For more information about the University of Chicago Booth School of Business, please visit: http://www.chicagobooth.edu/.**Job Summary**The Assistant Director, Operations, is a member of the Advancement team at the University of Chicago’s Booth School of Business. This position provides operational support and functions as the overall concierge to the Office of Advancement, promptly answering questions, solving problems, providing appropriate resources, and ensuring satisfaction via follow-up to the Office of Advancement and executive-level support to the Chief Advancement Officer.**Responsibilities*** Inventories, orders, and physically stocks office supplies; triage facility issues; responds to and manages requests; maintains staff lists; distributes incoming mail; prepares outgoing mail; maintains communication with building management; meeting support including teleconferencing and Zoom; and maintains the general office environment and common workspaces.* Serves as the department’s primary point of contact for purchasing, contracts, and payment procedures and inquires, and provides guidance on related policies.* Processes purchase orders, payment requests, and reimbursements through Oracle, the University’s system for managing procurement. Submits contract requests for internal review and approval and proactively manages contract renewals.* Manages the creation of supplier profiles in Oracle and oversees updates through the University’s Service Now portal. Handles payment resolution issues and follows-up on outstanding payment issues.* Provides executive-level support to the Chief Advancement Officer (CAO), including calendar management, scheduling appointments and meetings, making travel arrangements, and managing expense reports. Anticipates, organizes, and prepares necessary materials prior to the CAO’s donor and alumni meetings and events.* Completes the CAO’s contact reports in Phoenix, the University’s alumni and donor database of record, ensuring that all donor and alumni correspondence and meeting notes are accurately recorded.* Provides broad administrative and strategic support to ensure the CAO’s priorities are effectively executed and aligned across the organization.* Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with a limited degree of supervision.* Collects, interprets, and performs some routine analyses of payables data. May act as an informal resource to associates with less experience.* 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 5-7 years of work experience in a related job discipline.**Certifications:****---****Preferred Qualifications****Education:*** Bachelor’s degree.**Experience:*** Supporting an executive.**Technical Skills or Knowledge:*** Proficiency with Microsoft Word, Excel, and Outlook.* Familiarity with University of Chicago alumni databases and systems (Oracle and Salesforce).**Preferred Competencies*** An exceptional commitment to customer service, attention to detail, proven track record of problem solving, and the ability to quickly learn and take ownership of projects.* Work independently, identify opportunities for improvement, and recommend effective changes, all while achieving key objectives resulting in desired outcomes.* Handle multiple detailed tasks and projects simultaneously and meet strict deadlines with frequent interruptions.* Excellent organizational, decision-making, and research/investigative skills.* Self-motivates and work well with and through others.* Superior verbal and written communication skills.* Scrupulous attention to matters of discretion and confidentiality.**Working Conditions*** This position is currently expected to work a minimum three days per week in the office.* Travel to campus and/or non-campus locations for University business.* Work some evening and weekend hours, with advanced notice.**Application Documents*** Resume/CV (required)* Cover Letter (required)When applying, the document(s) **MUST** be uploaded via the **My Experience** page, in the section titled **Application Documents** of the application.**Job Family**Financial Management**Role Impact**Individual Contributor**Scheduled** **Weekly Hours**37.5**Drug Test Required**No**Health Screen Required**No**Motor Vehicle Record Inquiry Required**No**Pay Rate Type**Hourly
**FLSA Status**Non-Exempt
**Pay Range**$29.74 - $33.33The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.**Benefits Eligible**YesThe University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the**Posting Statement**The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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 Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via 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, #J-18808-Ljbffr