Job description
Department
ARD Communications
About the Department
Alumni Relations & Development (ARD) engages alumni (~190k), current students, parents and friends of the University through intellectual, professional and social activities on campus, around the world and online. ARD raises $550 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.
ARD Communications partners with colleagues within ARD and across the University to advance ambitious goals in fundraising and constituent engagement. The 35-person communications team produces several print and electronic publications, creates donor-facing communications for both individuals and large audiences, and will be a key partner in creating and executing the upcoming campaign’s messaging, creative approach, and positioning.
This position has a hybrid work schedule which includes weekly in office presence located in Hyde Park at 5235 South Harper Court.
Job Summary
The job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit.
Responsibilities
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Serve as ARD Communications primary contact with ARD Human Resources & Recruiting.
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Guide hiring managers through job postings and selection process within Workday.
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Lead onboarding efforts, partnering with hiring managers to develop individualized plans and assist in scheduling trainings and meetings.
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Liaise with ARD financial operations for ARD Communications, including monitoring and managing the annual budget.
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Manage University of Chicago Magazine advertising in partnership with the Magazine Managing Editor – send invoices & collect fees, process A/R.
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Partner with team leads and select ARD partners (e.g., campaign leadership) in securing freelance support, manage vendors and managing RFP (request for proposal) processes plus coordinate with Agile 1 for temporary needs.
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Submit Purchase Orders (POs) and vendor invoices for processing and payment.
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Manage ARD Communications team needs for the Financial Systems Transformation (FST), serving as lead representative in meetings and trainings.
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In partnership with project managers and team leads, define, document, assess, and make recommendations on areas for improvement in ARD Communications’ production processes, with a focus on developing solutions that support relationship building, reduce inefficiencies, and provide time to develop communications that exceed partner expectations, support ARD’s ambitious goals and continue to be nimble.
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Pursue opportunities for ARD Communications team development, including organizing team meetings and other team-wide activities.
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Seek opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions.
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Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
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Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
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Assists in the monitoring of the various financial and budgetary activities, including vendor contracts. Preparing and monitoring the budget for a unit.
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Performs other related work as needed.
Minimum Qualifications
Education:
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Work Experience:
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Work Experience:
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Certifications:
Certifications:
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Preferred Qualifications
Education:
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Bachelor’s degree.
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Advanced degree.
Experience:
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Minimum two years of relevant professional work experience in administration, office management or similar professional work experience.
Technical Skills or Knowledge:
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Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Alumni Relations and Development, including the University’s donor relationship management system and the Microsoft Office Suite.
Preferred Competencies
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Manage confidential information with discretion and tact.
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Act with integrity, professionalism, and confidentiality.
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Work collegially and collaboratively in a team setting.
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Prioritize multiple projects and independently follow through with detail.
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Outstanding interpersonal and communications skills characterized by the ability to listen, to speak, and to write effectively.
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Self-motivation and the ability to take initiative.
Working Conditions
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This position has a hybrid work schedule which includes weekly in office presence.
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Standard office environment.
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Travel to campus and/or non-campus locations for University business.
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Work evenings and weekends as needed.
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This position is located in Hyde Park at 5235 South Harper Court.
Application Document
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Resume/CV (required)
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Cover Letter, addressed to Hiring Committee (preferred)
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
FLSA Status
Exempt
Pay Frequency
Monthly
Scheduled Weekly Hours
37.5
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Statement
Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the
University of Chicago Vaccination GoForward
.
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
Applicant Inquiry Form.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
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.
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:
http://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.
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