Job description

Overview:

TekWissen Group is a workforce management provider throughout the USA and many other countries in the world. Our client is the second-largest private employer in Chicago. We are a multicultural, international community of more than 20,000 faculty and staff—each supporting UChicago’s mission of inquiry and academic excellence.Our client is a Medical Center provides world-renowned patient care, while advancing medical science through groundbreaking research. Together, UChicago Medicine and the Biological Sciences Division are working to address the world’s most pressing medical challenges.

Job Description:

GENERAL SUMMARY:

• The CRSP Office Manager is responsible for ensuring the smooth and efficient operation of the office.
• The Office Manager ensures a welcoming, presentable and professional office environment.
• They provide professional support and assistance with operations, with additional responsibilities to provide coverage for the Executive Assistant to the CEO and assist other managers and staff as requested.
• The Office Manager creates and maintains a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.
• The Office Manager exercises independent judgment and initiative to identify and resolve issues efficiently and effectively.
• The Office Manager provides a wide variety of facilities, administrative and staff support services.

Duties and responsibilities

• Include facilities management, scheduling meetings and appointments, maintaining office supplies, greeting visitors and providing general administrative support to our employees.

PRINCIPAL DUTIES & RESPONSIBILITIES: OFFICE MANAGEMENT

• Manages the front desk by greeting employees and guests; answers a multi-line phone in a pleasant and professional manner.
• Provides general office management support.
• Maintains inventory of office and break room supplies.
• Monitors break rooms, conference and meeting rooms throughout the day.
• Receives deliveries and verifies that they match the order.
• Performs administrative tasks, including assembling documents, electronic and paper filing, and creating general correspondence.
• Receives, sort and distributes daily USPS mail and courier deliveries.
• Maintains and schedules use of conference rooms and meeting spaces
• Maintains employee absences calendars and work location schedules.
• Coordinates various internal meetings and employee travel arrangements.
• Maintains general office files, and provides ongoing recommendations to improve office efficiency.
• Schedules interviews for applicants in coordination with CRSP HR.
• Provides coverage for the CEO in the absence of the Executive Assistant.
• Proofreads and edits internal and external documents and materials.

KNOWLEDGE SKILLS & ABILITIES:

• Bachelor’s Degree preferred.
• Three (3) years of work experience in office management and/or office administration required
• Excellent knowledge of grammar, spelling, mathematics, letter and report formatting required.
• Mastery of MS Office applications required.
• Attention to detail, creative problem solving and organizational skills required.
• Excellent communication and interpersonal skills required.
• Demonstrated ability to exercise independent judgment and initiative required.
• Demonstrated ability to work in both team situations and independently required.
• Demonstrated ability to handle confidential and sensitive information with absolute discretion required.
• Resume and cover letter required.

FACILITIES

• Serves as primary point of contact for office/facilities-related issues with suppliers, vendors and building management.
• Leads the CRSP Safety Committee and serves as Crisis Manager for the office.
• Creates, maintains and communicates all safety procedures, documentation and equipment for the CRSP office.
• Coordinates major facilities and office improvements with vendors and building management.
• Coordinates facilities improvements/repairs and employee office relocations.
• Maintains office floor plans, seating charts and mechanical diagrams.
• Creates and monitors requests for facilities services with building management and engineers.
• Coordinates office/facilities and safety/security related onboarding of new hires.
• Responsible for maintaining and requesting service/support for the office security system, phone system, copiers/printers, and for audio-visual (AV) equipment.
• Maintains asset management and asset tracking systems for Systems & Operations.
• Maintains and ensures that the employee bulletin boards are compliant.

ACCOUNTS PAYABLE, PURCHASING & PROCUREMENT

• Serves as primary point of contact for suppliers and vendors for accounts payable, purchasing and procurement matters.
• Processes incoming accounts payable correspondence (invoices and statements) for payment, including opening mail/email, scanning and saving to DM and submitting invoice for payment.
• Creates and issues purchase orders (PO) using CRSP’s accounting software.
• Creates and coordinates Request for Proposals (RFP).

OTHER

• Performs annual re-tiering project for Research Products subscribers.
• Assist with marketing, research and social media activities upon request.
• Assist HR with planning office-wide employee events, celebrations and team-building activities.
• Assist with special projects.
• Performs other related duties and responsibilities as assigned.
• REPORTS TO: Chief Financial Officer (CFO)

TekWissen® Group is an equal opportunity/affirmative action Employer (m/f/d/v) supporting workforce diversity.

Job Types: Full-time, Contract

Salary: $32.00 - $34.00 per hour

Work Location: In person

jorgevillanueva.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, jorgevillanueva.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, jorgevillanueva.com is the ideal place to find your next job.