Business Coordinator

Department

PSD Mathematics: Business Assistants

About the Department

The Department of Mathematics at the University of Chicago is one of the most exciting places in the world to do mathematics. We have over 30 tenured and tenure-track faculty working in areas as various as combinatorics, algebraic geometry, number theory, pure and applied analysis, representation theory, probability, geometry, topology, dynamical systems, logic, and financial mathematics, along with a similar number of Dickson Instructors. The research environment in the department is very lively, with seminars meeting virtually every day of the week and a constant stream of visitors. In addition, the department hosts regular colloquia, and several annual lecture series, including the Adrian Albert Lectures in Algebra, the Zygmund-Calderón Lectures in Analysis, the Charles J. Amick Memorial Lectures in Applied Mathematics, the Unni Namboodiri Lectures in Geometry and Topology, the Patrick Billingsley Lecture in Probability (joint with the Statistics Department), and the newly established ZhengTong Chern-Weil Symposium in Mathematics.

Job Summary

The Business Coordinator reports to the Assistant Director of Faculty Affairs and provides comprehensive administrative and operational support to the Manager, faculty, and visitors. As the primary front-facing representative of the Department of Mathematics, this position creates a professional, welcoming environment while serving as the first point of contact both in person and by phone. The Business Assistant manages a broad range of administrative, financial, event and office operations, balancing competing priorities in a busy environment. Responsibilities include processing expense reimbursements through GEMS, travel reimbursement and departmental payments in Oracle, while also supporting departmental events, faculty needs and daily office operations.

Responsibilities

• Manage approximately 500 classroom and meeting room reservations annually using Astra, coordinating with the Registrar's Office regarding room assignments, reservation blocks, furniture requests, and scheduling needs.
• Coordinate aspects of the departmental colloquium, including creating and distributing announcements, maintaining event webpages, communicating with speakers, and coordinating audiovisual requirements.
• Plan and coordinate departmental events, including daily teas, annual dinners, named lectures, conferences, and special events.
• Execute day-to-day event logistics, coordinating venues, catering, vendor services, communications, and event publicity to ensure successful programs.
• Coordinate audiovisual support, including scheduling AV staff, approving time records, and ensuring equipment readiness for departmental events.
• Serve as the department's front desk coordinator, providing exceptional customer service to faculty, staff, students, visitors, and vendors.
• Maintain and update departmental websites related to colloquia and events.
• Negotiate with vendors and coordinate contracts, locations, catering, and event services while monitoring budgets and expenditures.
• Create and maintain annual faculty, staff, and graduate student photo directories.
• Track departmental event and operational expenses, prepare reports, and resolve routine and moderately complex financial issues using established procedures.
• Maintain departmental bulletin boards, signage, and informational displays.
• Assist faculty and staff with purchasing requests and expense reimbursement processing through GEMS.
• Prepare and distribute office keys for faculty and departmental guests.
• Maintain departmental Google Sheets and Google Docs, ensuring information remains current, accurate, and accessible.
• Monitor, organize, and replenish supplies in four departmental kitchens.
• Collaborate with office staff and provide support as needed.
• Receive, sort, and distribute incoming mail and packages.
• 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.
• 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).

Work Experience:

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

Certifications:

• --

Preferred Qualifications

Experience:

• Working in an academic setting.

Technical Skills or Knowledge:

• Experience with computer programs such as Zoom, Microsoft Word and Excel, standard email, and internet applications.
• Knowledge of the University of Chicago financial accounting systems.

Preferred Competencies

• Excellent oral and written communication skills.
• Excellent interpersonal and customer service skills.
• Ability to handle public contact with courtesy, clarity, and diplomacy.
• Ability to maintain strict confidentiality when handling sensitive information and situations.
• Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Excellent problem-solving skills.
• Able to work both independently and as a team member.
• Ability to take initiative and organize and complete projects with minimal supervision.

Application Documents

• Resume (required)
• Cover letter (preferred)
• References (required)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

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

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

FLSA Status

Non-Exempt

Pay Range

$30.26 - $34.36

The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.

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.

Posting Statement

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 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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