This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/11831846 Department

PSD Geophysical Sciences: Administration and Staff

About the Department

The mission of SEES (Synchrotron Earth and Environmental Science) is to advance research and education in synchrotron-based Earth and environmental science to better understand our planet from the atmosphere to the core, to address societally relevant problems, and to train the next generation of scientists. SEES manages NSF support for user facilities located at four DOE-operated US synchrotron facilities. SEES is hosted at the University of Chicago in partnership with five other universities: Stony Brook University, University of Illinois - Chicago, University of Minnesota, UC Santa Cruz, and Stanford.

The Department of the Geophysical Sciences at the University of Chicago provides a vibrant venue in which scientists carry out research across several broad subject areas that span the past, present, and future evolution of the Earth, its life, and its cosmic environment. The Department and SEES are committed to fostering an environment where individuals from all backgrounds can grow and become the unique scientists they wish to be.

Job Summary

The Executive Administrator performs a diverse range of routine and specialized assignments in support of SEES (Synchrotron Earth and Environmental Science), the synchrotron beamline management program directed by Andrew Campbell, Professor in the Department of the Geophysical Sciences. Plays a key role in managing administrative tasks related to scientific personnel, the SEES User Group, outreach and inclusion programs, finances, and communication. Creates structures to organize and coordinate high-level deliverables on the project. This position is eligible for a partially remote work schedule.

Responsibilities

• Serves as a liaison to the appropriate department administrator regarding administrative issues such as finances, academic personnel, and communications.
• Serves as the principal executive support person by reviewing emails, triaging issues, and assisting with identifying high priorities for follow up.
• Serves as the principal administrative support for outreach and inclusion programs and SEES User Group activities.
• Collaborates with SEES Executive Committee and Dean\'s office personnel to make sure that staff are hired and onboarded into the group.
• Drafts high-level communications such as memos, meeting invitations and agendas, meeting minutes, and proposals.
• Serves as the \'front line\' for requests for information from all members of the organization.
• Serves as a point person for external partners and collaborators to answer routine questions and help follow up on outstanding items. Organizes events (both in person and virtual) such as meetings and workshops, including arranging travel, communicating with visitors, serving as the first point of contact, and preparing communication materials for the event.
• Provides high level administrative and project management support to SEES management including managing calendars, reading email and extracting tasks and managing responses, making purchases, assisting with reimbursements, and booking travel arrangements.
• Purchases necessary goods and services for grant supported work, following University policies and procedures and working closely with the financial administrator to ensure appropriate account allocation.
• Prepare materials for publication including editing, formatting, and ensuring all of the publication\'s requirements are met.
• Proofreading and collating documents for grant proposal submission, making sure there is consistency across the entire document(s), and submiss ons comply with agency requirements.
• Coordinates and manages travel itineraries including ensuring that the travel has been approved through the University\'s process, and assisting with visa-related processes and applications for international travel.
• Works with SEES staff to reconcile purchases and assisting with reimbursements for all research group members.
• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Has moderate/high levels of interactions 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.

---

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

---

Certifications:

---

Preferred Qualifications

Experience:

Progressively responsible administrative experience.

Experience working in an academic or research institution.

Windows and Macintosh pr