Assistant Director, Operations

The Assistant Director, Operations, is a member of the Advancement team at the University of Chicago's Booth School of Business. This position provides operational support and functions as the overall concierge to the Office of Advancement, promptly answering questions, solving problems, providing appropriate resources, and ensuring satisfaction via follow-up to the Office of Advancement and executive-level support to the Chief Advancement Officer.

Requirements

• Inventories, orders, and physically stocks office supplies
• Triage facility issues
• Responds to and manages requests
• Maintains staff lists
• Distributes incoming mail
• Prepares outgoing mail
• Maintains communication with building management
• Meeting support including teleconferencing and Zoom
• Maintains the general office environment and common workspaces
• Serves as the department's primary point of contact for purchasing, contracts, and payment procedures and inquires
• Processes purchase orders, payment requests, and reimbursements through Oracle
• Submits contract requests for internal review and approval
• Manages the creation of supplier profiles in Oracle
• Oversees updates through the University's Service Now portal
• Handles payment resolution issues
• Follows up on outstanding payment issues
• Provides executive-level support to the Chief Advancement Officer
• Anticipates, organizes, and prepares necessary materials prior to the CAO's donor and alumni meetings and events
• Completes the CAO's contact reports in Phoenix
• Provides broad administrative and strategic support
• Responds to and researches accounts receivable/payable inquiries
• Collects, interprets, and performs some routine analyses of payables data
• May act as an informal resource to associates with less experience

Benefits

• Paid time off
• Health insurance
• Retirement plan
• Other benefits