Operation & Administrative Associate

** Department
* * SSD Development Economics Center:
Staff and Temporary Employees
** About the Department
** The Development Innovation Lab at the University of Chicago uses the tools of economics to develop innovations with the potential to benefit millions of people in low- and middle-income countries. It was founded and is led by Nobel laureate Michael Kremer.
** Job Summary
** The job provides specialized business support for routine office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.
This position sits at the heart of DIL’s day-to-day operations, serving as a key support to the organizations’ array of team members and collaborating partners. This position has an exciting variety of responsibilities from coordinating events to preparing visa and academic appointment documentation, managing organizational systems and inventory, and ensuring the office is run smoothly and professionally. A successful candidate will be adept at working with a variety of internal and external stakeholders.

This is an ideal position for a proactive individual who enjoys working on a mix of recurring and new projects in a collegial, innovative environment.
** Responsibilities
* ** In consultation with the Senior Manager, Operations & Programs, draft departmental visa applications and academic appointments requests; coordinate closely with relevant staff to ensure complete and accurate submissions.
* Independently support key aspects of staff on- and off-boarding processes.
* Create and maintain organized departmental files and record-keeping, including detailed templates and instructional procedures. Help identify areas for improvement.
* Oversee the recruitment life cycle for DIL student workers, working closely with DIL staff and Social Sciences Division (SSD) HR to ensure timely and accurate hiring. Maintain accurate records, and process extensions as needed.
* Stay up to date on University policies and procedures related to student workers, and help relay that information to DIL team members.
* Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
* Oversee all aspects of DIL's public and private events, from pre-event coordination to day-of-logistics, including managing catering orders. Events include recurring seminars, team gatherings, and special events.
* Manage guest pre-event logistics including travel arrangements and serving as their departmental point of contact. Proactively communicate with guests to ensure smooth visits.
* Execute day-to-day event logistics, and other moderately complex assignments with some guidance from others.
* Coordinates and proactively manages website updates, and DIL systems access for staff and guests.
* Prepare communication materials; coordinate with relevant departments to ensure adherence to University branding guidelines.
* Manage departmental listservs and inboxes, support with departmental communications, and respond to routine inquiries.
* Support special projects as assigned.
* Manage DIL facilities and day-to-day operations including building access, technology, space assignments, and other routine and emergent requests.
* Maintain comprehensive inventory for the department. Oversee procurement and up-to-date tracking of office supplies and technology…