Administration and Operations Coordinator

Department

BSD MED - Infectious Diseases - Chicago Center HIV Elimination - Operations

About the Department

The Chicago Center for HIV Elimination (CCHE) is situated within the Biological Sciences Division at the University of Chicago Medicine. CCHE aims to eliminate all new HIV transmission events by 2041.
The University of Chicago's position on the South Side makes it uniquely situated to test, treat, and prevent new HIV infections in a highly affected population. The South Side communities and majority Black suburbs connected to them to the South represents the largest contiguous Black population in the United States. By using our integrated HIV transmission elimination approaches, we are beginning to make new infections in these communities less frequent.

Job Summary

The Administration and Operations Coordinator will be responsible for operations within the Center. This position is part of the Administrative team, supporting recruitment and operations support for recruitment, registration and general operations for the Center. The Administration and Operations Coordinator will have opportunities to work on other development tasks such as data reporting, grant writing, and strategic planning. This position will be supervised by the Manager of Administration & Operations.
This position is grant funded.

Responsibilities

• Preparing space for the day such as, preparing water and coffee station, refilling condom/lube bowls, arranging waiting area, arranging conference room tables/chairs and/or preparing iPads/Laptops for client check-in.

• Completing community member consent forms and releases of information for services and research.

• Collecting contact information and demographic information from community members for service and research follow ups.

• Supporting outreach events for recruitment for research Overseeing space scheduling for meetings, interviews, and community events.

• Attending team meetings and required trainings.

• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.

• 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.

• 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 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Administrative assistant or operations support experience.

• Experience working with and/or providing care to LGBT populations, Black and Latinx community members.

• Experience working in the HIV field.

Technical Skills or Knowledge:

• Proficiency in Microsoft Applications, including but not limited to Outlook, Excel, Access and Word.

Preferred Competencies

• Strong knowledge of Chicago social service resources.

• Strong knowledge of program subject matter.

• Strong interpersonal skills and the ability to work both independently and as part of a team.

• Ability to manage stressful situations.

• Ability to maintain confidentiality.

• Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.

• Demonstrated written and verbal communication skills and strong analytical skills.

• Strong attention to detail.

• Excellent communication skills.

• Strong organizational skills and ability to prioritize multiple, competing demands.

Working Conditions

• Ability to work some evenings and weekends for event support.

Application Documents

• Resume/CV (required)

• Cover Letter (required)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$21.63 - $28.85

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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