Administrative Specialist | University of Chicago (UC) - Military Veterans

Location: Chicago, IL Job Description: Responsible for scheduling meetings and maintaining calendars for the Executive Director and Associate Director. Draft and edit correspondences on behalf of UChicago Dining and for the Executive Director and Associate Director, as requested. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Attend meetings, as determined by Executive Director and Associate Director for taking of notes and disseminating them. Schedule meeting spaces for staff and outside groups, as needed. Responsible for CS Gold/Simphony - Meal Plan usage & ad hoc reporting. Maroon Dollar usage and ad hoc reporting. Coordinate large guest visits to UChicago Dining spaces. Oversee the table tent program for student organizations. Develop and update administrative systems to make them more efficient. Answer questions regarding meal plans and Maroon Dollars in-person, over the phone and via email to include signing students up for various plans. Residential Dining & Retail Sales Reporting. Maintain CS Gold system records. Input meal plan/Maroon Dollar plan purchases into CS Gold. Run reports out of CS Gold and Simphony as needed. 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. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries. Maintain oversight of all dining email accounts including Dining Staff, UChicago Dining, ID Requests, Meal Plans Requests, C.A.R.E.S. Program | UCPD Meal Plans and ensure appropriate handling of all confidential information and materials. Assist Students/Parents/Dining Guest to navigate the meal plan enrollment and/or change process. Create Map processing reports. As assigned, processing CBORD Ad-Hoc Reports, also providing support for Patrons requesting receipts and/or refunds. Trouble-shooting Patron questions and concerns about various activities on their account. Proactively creating map processing for the UChicago Dining Tank Serve as lead coordinator for booking visiting group dining reservations and local community partners to accommodate private dining reservation requests. Prepare special reports and summaries. Provide main office point of service assistance to all staff and/or incoming visitors, stakeholders, vendor partners, CHE, facilities personnel, deliveries etc. Provides a full range of clerical support for UChicago Dining Manage the Executive Directors calendar by excising considerable judgement as to the optimal use of their time, acting as the gateway to the office of the Executive Director and other members of the UChicago Dining Staff when appropriate. 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. 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. Performs other related work as needed. Preferred Qualifications   Education: Associate degree. Experience: At least two years of administrative experience utilizing Microsoft Office Suite and proficient skills in a university setting required. Knowledge of and experience in data entry on a database application and analysis of the data utilizing Excel is required. Preferred Competencies Ability to perform data entry on a database application platform system to add and/or update Patron records as required. Ability to analyze and reconcile large amount of data and relate it to multiple customer billing scenarios. Demonstrated customer service experience. Demonstrated knowledge of office management systems and procedures. Strong Excellent written and verbal communication skills. Proficiency with Windows based computers, including the Microsoft Office Suite (Word, Excel, and Outlook). Ability to manage sensitive and confidential situations and information with absolute discretion. Strong organizational and planning skills. Excellent time management skills and ability to multitask and prioritize work. Well organized, detail-oriented, focused, timely, and efficient skills. Ability to work independently with a high degree of initiative and on a team. Working Conditions University office setting. Ability to bend, crouch, or stoop. Ability to use standard office equipment. Application Documents Cover Letter (preferred) Resume (required) References (required) The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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 the Applicant Inquiry Form. 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: 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.