Department

PSD Mathematics: Administration and Staff

About the Department

The Department of Mathematics at the University of Chicago is one of the most exciting places in the world to do mathematics. We have over 30 tenured and tenure-track faculty working in areas as various as combinatorics, algebraic geometry, number theory, pure and applied analysis, representation theory, probability, geometry, topology, dynamical systems, logic, and financial mathematics, along with a similar number of Dickson Instructors. The research environment in the department is very lively, with seminars meeting virtually every day of the week and a constant stream of visitors. In addition, the department hosts regular colloquia, and several annual lecture series. We offer our different undergraduate programs of study (B.S. in Mathematics, B.A. in Mathematics, B.S in Applied Mathematics, B.S. with a specialization in Economics), a Minor in Mathematics, and we collaborate with the Departments of Computer Science and Statistics to offer a B.S. in Computational and Applied Mathematics. Typically, around 10% of graduating seniors in the College graduate with degrees in mathematics.

Job Summary

The Business Assistant reports to the Department Manager and will function as an administrative support to the Manager, faculty, and visitors. This position is the first face of the Department of Mathematics and should be a positive, welcoming presence both on the phone and in person. Must be able to handle high and low levels of activity. Process of expense reimbursement in GEMS, travel expense reimbursements in Service Now, and process payment in Oracle. Assist administration staff in clerical work, office, and event planning.

Responsibilities

Schedule room assignments of approximately 500 requests in Astra.

Serves as a representative for the department, greeting all faculty, staff, students, visitors, and vendors with the highest level of professionalism.

Create, email, and post colloquium announcements and communicate with speakers to determine AV needs and talk details.

Event coordination for daily teas, annual dinner, named lectures, and other conferences as requested.

Responsible for arranging AV for the departmental colloquium, time approval for AV help, and ensuring we have the appropriate equipment.

Update the math website for the departmental colloquium.

Assists with selection of locations and caterers, oversees communications and publicity and identifies the overall needs to make the event successful.

Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.

Maintain bulletin boards and signage.

Assists faculty and staff members with purchases, processing Gems reports.

Monitor and stock four kitchens weekly.

Accept and distribute all mail and packages.

Assist with hotel bookings for visitors as requested.

Assist other members of the Office Staff as needed.

Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.

Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.

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 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

Clerical/administrative experience.

Technical Skills or Knowledge:

Proficiency with Outlook, Microsoft Office, and Zoom.

Preferred Competencies

Excellent oral and written communication skills.

Excellent interpersonal and customer service skills.

Ability to handle public contact with courtesy, clarity, and diplomacy.

Ability to maintain strict confidentiality when handling sensitive information and situations.

Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

Excellent problem-solving skills.

Able to work both independently and as a team member.

Ability to take initiative and organize and complete projects with minimal supervision.

Application Documents

Resume (required)

Cover letter (preferred)

References (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

Administration & 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

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FLSA Status

Non-Exempt

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Pay Range

$26.15 - $29.23

The 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

Yes

The 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 Benefits Guidebook.

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.