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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12230171 Department

PSD Institute for Mathematical and Statistical Innovation: Administration and Staff

About the Department

The Institute for Mathematical and Statistical Innovation (IMSI) is a mathematical sciences research institute funded by the National Science Foundation. It is managed by the University of Chicago, Northwestern University, the University of Illinois at Chicago, and the University of Illinois at Urbana-Champaign, and is hosted at the University of Chicago.

Job Summary

This position reports to the IMSI Assistant Director and handles a diverse portfolio of responsibilities in the areas of event planning, logistics and accommodations for visitors, and other programmatic functions in support of the Executive Director and Director, staff, students and visitors in the Institute. Plans and administers institute events, including technology for remote and in-person meetings. Responsible for activities related to space, marketing, lodging and catering.

Responsibilities

• Provides confidential administrative support to the Executive Director and Director, and others, as requested.
• Responsible for planning and administering institute events, such as conferences, receptions, lectures, and public events.
• Responsible for GEMS credit card reconciliations .
• Responsible for office supply ordering.
• Creates graphics for events including signs, flyers, social media posts, and name tags.
• Responsible for managing guest lists, and assists with the overall needs to make the activities successful.
• Runs Zoom and in-person AV technology under the guidance of the IMSI IT/AV Manager.
• Responsible for expense reimbursements for organizers, speakers, and attendees.
• Responsible for visitor reimbursement payments.
• Co-lead on IMSI special events. Manages logistics including securing space, lodging, catering, vendors, and other necessities. Responsible for timely invoice payments related to these events.
• Develop and maintain productive working relationships with faculty, staff, and students within the Institute, Physical Sciences Division, and in other University offices.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader\'s office.
• May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
• Coordinates quality assurance reviews and recommends changes as appropriate.
• Supports the delivery of services to program participants and/or beneficiaries.
• 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).

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Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

• Proven ability to manage live and virtual meetings and events.
• Experience working in an academic setting.
• Experience with graphic design.

Technical Skills or Knowledge:

• Experience with standard computer programs (e.g. Zoom, MS Office Word, and Excel, standard email and internet applications).
• Graphic design skills for social media posts, name tags, flyers, etc., are a plus.

Preferred ompetencies:

• Excellent organizational and communication skills.
• Excellent problem-solving skills.
• Works effectively as part of a team and independently.
• Ability to take initiative and organize and complete projects with minimal supervision.
• Attention to detail.
• Considerable interpersonal skill in dealing with visitors and administrative skill in dealing with attendant issues (visas, reimbursements, etc.).

Application Documents

• Resume (required)
• Cover Letter (required)

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Non-Exempt

Pay Frequency

Biweekly

Sched