Senior Business Coordinator

Department

BSD OCR - Office of Clinical Research

The Office of Clinical Research (OCR) was created to further the missions of the University of Chicago Biological Sciences Division and the University of Chicago Medical Center by developing and supporting specific infrastructure components related to clinical and translational research. The OCR focuses on six key areas of service including:
Human Subject Protection (IRB);
Training and Education;
Regulatory and Contract Oversight;
Quality Assurance/Reporting and Auditing;
Financial/Billing Compliance;
Institutional Infrastructure.

The Senior Business Coordinator provides confidential and high-level office and location support activities by leading 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.
The Senior Business Coordinator works within the Biological Sciences Division providing administrative support to the designated executive leaders to include daily calendar management and assisting with organization and project oversight for strategic initiatives. This key position supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgement to escalate matters appropriately and to ensure the smooth and effective operations of the office suite.

They will be creative and positive self-starter, with the right set of skills to take on a range of projects and work from concept to completion. This fast-paced role demands a high level of discretion, confidentiality, attention to detail, and flexibility.

• Assists in managing daily operation of the central research office by proactively providing and managing administrative, expense, and logistic support for the office suite, including but not limited to, calendar management, room reservations, expense management, procurement, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.
• Triages emails and telephone calls for action; refers inquiries to the appropriate person and follows-up to ensure complete and timely responses.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader’s calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader’s time.
• Handles purchase orders, invoices, and internal billing on behalf of the central research office.
• Coordinates special projects as directed by the leader.
• Manages a portion of the leader’s budget, monitoring and reconciling accounts.
• Prepares financial and/or administrative reports.
• Organizes and manages meetings; off-site and team-based events for training, development, and recognition; and other organizational initiatives.
• Manages and organizes ad hoc projects to support processes and workflows for the HR and OAA teams.
• Tracks and helps drive completion of key deliverables and follows-up on outstanding items.
• Coordinates information flow from leader's office.
• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
• 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.

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…