Operations Coordinator

University of Chicago - Chicago, IL

Full-time - Entry Level

Chicago, IL

Educational Services

About the position

The Operations Coordinator at the Becker Friedman Institute for Economics (BFI) plays a vital role in supporting the institute's daily operations through a variety of administrative, operational, and strategic tasks. This position is responsible for overseeing routine operations, managing office space, and providing high-quality administrative support to staff and visitors. The coordinator will also assist with financial duties and support the BFI Predoctoral Research in Economics Program (PREP).

Responsibilities

• Provides daily professional support to leadership, finance, human resources, and communications teams.
• Oversees and maintains the physical office space, including ordering equipment repairs and office supplies.
• Ensures all equipment is functioning, inventoried, and securely stored.
• Independently performs high-level administrative duties and resolves office problems.
• Tracks access and availability of offices used by visitors, fellows, researchers, and staff.
• Manages keys and short-term access cards, including ordering new ones and collecting them upon departure.
• Serves as the main contact for office and building lockouts.
• Works with facilities on repairs and preventive maintenance.
• Oversees telephone services, email correspondence, and mail/package distribution.
• Assists with financial duties in coordination with leadership.
• Coordinates IT equipment and onboarding for new hires.
• Maintains printers and tracks BFI equipment.
• Assists in managing daily office operations and developing administrative goals and policies.
• Prepares write-ups for operational and administrative recommendations.
• Provides coverage and support during events related to programming and orientation.
• Serves as a resource to office staff on procedures and compliance protocols.
• Processes purchase orders and expense reports with the Finance team.
• Provides management with regular updates on spending limits and budgets.
• Assists the Program Director with routine and complex assignments.
• Coordinates special projects as directed by leadership.

Requirements

• Vocational training, apprenticeships, or equivalent experience in a related field.
• 2-5 years of work experience in a related job discipline.
• Knowledge of UChicago systems and GEMS.
• Proficiency in Microsoft Office, particularly Word and Excel.

Nice-to-haves

• Bachelor's degree in business or related field.
• Self-starter with a high level of attention to detail.
• Strong written, interpersonal, and verbal communication skills.
• Ability to manage multiple projects simultaneously and meet tight deadlines.
• Excellent organizational and problem-solving skills.
• Interest in overall employee experience.

Benefits

• Health insurance
• Paid holidays
• Flexible scheduling
• Professional development opportunities