Assistant Director of Operations

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.

The compensation range for this position is $29.00 - $33.00/hour (depending on experience and skills).

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Responsible for inventorying, ordering, and physically stocking office supplies; triaging facility issues; responding to and managing requests; maintaining staff lists; distributing incoming mail; preparing outgoing mail; maintaining communication with building management; meeting support including teleconferencing and Zoom; and maintaining the general office environment and common workspaces.
2. Serves as the department’s primary point of contact for purchasing, contracts, and payment procedures and inquires, and provides guidance on related policies.
3. 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.
4. 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.
5. 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.
6. Responsible for completing 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.

KNOWLEDGE, SKILLS AND EXPERIENCE:

1. Bachelor’s degree required.
2. A minimum of two years of relevant professional experience is required .
3. A minimum of one year supporting an executive is strongly preferred.
4. 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 is required.
5. Ability to work independently, identify opportunities for improvement, and recommend effective changes, all while achieving key objectives resulting in desired outcomes is required.
6. Ability to handle multiple detailed tasks and projects simultaneously and meet strict deadlines with frequent interruptions required.
7. Excellent organizational, decision-making, and research/investigative skills required.
8. Proficiency with Microsoft Word, Excel, and Outlook required. Familiarity with University of Chicago alumni databases and systems (Oracle and Salesforce) preferred.
9. Willingness and ability to travel to campus and/or non-campus locations for University business required.
10. Ability to work some evening and weekend hours, with advanced notice required.
11. Scrupulous attention to matters of discretion and confidentiality required.

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.

“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 University's Notice of Nondiscrimination .

Job seekers in need of a reasonable accommodation to complete the application process should call 773-834-3988 or email equalopportunity@uchicago.edu with their request.”