Project Assistant IV


Project Assistant IV
The University of Chicago- Chicago, IL

Job Information
Job Summary:

Coordinate grant-, research- and group-related administrative activities such as meetings, conferences, visitors scheduling.

Manage research and grant related purchasing, travel and reimbursements as well as process other accounting forms.

Manage complex constraints and work with diverse faculty, administrative, and students across the university community to arrange meetings, and organize events that support external community engagement (i.e. government, academic, and industry partners).

Support the organization of large-scale events (100’s of attendees) involving the university and the surrounding research and industry community


Provide clerical/administrative support for students and faculty.

Responds to emails in a timely and accurate manner.

Perform record keeping and file maintenance tasks such as gathering, printing, sorting and filing materials and data, both paper and digital.

Manage PI's and group travel and reimbursements; monitor.

Prepare e-Payments, GEMS reports and assemble papers relating to the reconciliation process.

Maintains and updates Web content.

Does some creating, editing, publishing relevant and compelling written, visual, social media and web content;

Monitoring social media traffic and continually improving the department's social media practices (and other vehicles) to engage current faculty, students, staff, prospective students, faculty, and staff and donors in support of department’s mission.

Creates google documents and forms and prepare reports based on data received and other special projects as assigned.

Maintains and updates departmental kiosks.

Coordinate research and group-related administrative activities including both on-site and off-site meetings and conference.

Manage seminars including travel, accommodations, transportation, itinerary and catering for invited speakers;

Escort speakers while on campus and process travel reimbursement for invited guests.

Acts as liaison between visitors and the department.

Process requests for the department’s conference room.

Arrange schedules for visitors (faculty, postdoc candidate, or visiting students.

Work with complex external constituencies outside the department and university to arrange events that advance our prestige and research reputation.

Work with faculty, staff, procurement specialists, and other administrators to fulfill all routine aspects of the procurement process, including purchasing and internal requisitions.

Support administrator with filing of department’s ledgers.


Ability to read and understand moderately complex documents

Attention to detail

Ability to prioritize work according to urgency and to work under deadlines

Ability to master new material and to adapt to changes in workflow and requirements;

Excellent writing and interpersonal skills;

Strong problem-solving skills;

Ability to maintain confidentiality

Experience accommodating needs of foreign visitors is preferred.

Additional Requirements


Bachelor ’s degree or a minimum of three years of progressively responsible administrative experience.

University of Chicago experience with the GEMS system preferred.
Required Documents:

Cover Letter
Salary Range: $18.99- $27.81

Benefit Eligibility:Yes
Pay Frequency:
Pay Range:
Please refer to Additional Requirement above to see the pay ranges

Scheduled Weekly Hours:37.5
Union 024- Local 743, I.B.T.

Clerical Job is Exempt? No
Drug Test Required? No
Does this position require incumbent to operate a vehicle on the job? No
Health Screen Required? No
Background Check Required? Yes

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