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Administrative Analyst

JOB SUMMARY:           

The Facilities Administrative Analyst will provide high-level administrative support to the Director of Facilities, as well as other managers/supervisors within the department. This individual is team-oriented and able to work in a fast-paced, professional work environment with multiple demands, regularly involving both confidential and time-sensitive materials and information.


 1.   Develops documents which analyze key metrics within the department.  Identify discrepancies and uses analytical skills to resolve financial or utilization questions/issues.

2.   Oversees databases and paper/electronic files, including records, bills and shared spreadsheets with other administrative assistants in the department. Creates and updates graphs for analysis of department operations and expenses.

3.  Responsible for cross referencing utility billing to verify that solar credits are received appropriately

4.  Responsible for processing and tracking purchase orders, invoice payments and complete payments.

5.  Works with Director as well as Housing and Dining Manager and others to create and /or update spreadsheets to summarize and analyze revenue and expenses of those functions. Identify and investigate discrepancies and present conclusions/solutions to Director.

6.  Administrative support for insurance program. Track, document, and follow up with vehicle registrations, vessels, diving information, etc. for annual renewals with UChicago Insurance Department. Ensure insurance billing and registrations are paid and up to date.

7.  Responsible for managing calendar of appointments; meeting room booking, completing expense reports; composing and preparing correspondence; scheduling video conferences; agendas, also y arranging travel plans and itineraries as needed.

8.  Responsible for scheduling and coordination of meetings; record and distribute minutes for select committees including Safety Committee, Incident Management Team and Sustainability Committee. Partners with IT to coordinate technical troubleshooting in preparation for virtual meetings.

9  Coordinate with Human Resources to provide employee support to all Facilities & Services managers and supervisors, including hiring staff, changes in job descriptions, changes in dates of employment, and changes in salaries.  Responsible for maintaining personnel records including CV/resumes, employment history, and salary for the Director, managers and supervisors and their staff.

10.  Organize preparations for storms under the guidance of the Director of Facilities; support organizing efforts for Essential Personnel during emergencies.  Expected to be available to prepare for a storm and take steps to restoring normal operations as soon as possible after an event.

11.  Perform other duties as required and/or assigned.


Outstanding office skills required including, but not limited to, computer systems, data base management, computer spreadsheets; presentations, graphic content, and excellent organizational skills; ability to work independently, confidentially, and with discretion. Highly skilled in Microsoft excel including formulas and graphs PowerPoint; Word; and Database experience

Excellent organizational skills with accuracy and attention to detail essential.  Self- starter, resourceful, problem solver and can work independently to complete work and tasks

Able to prioritize and complete routine tasks and projects quickly

Must possess excellent communications skills especially when dealing with visitors, staff members, scientists, trustees and other individuals that have business with the MBL. Pleasant and personable to create a welcome and customer service oriented environment for internal and external interactions.

Strong knowledge of budget and accounting procedures required.


College degree in business administration, communications or other related concentration preferred, demonstrated ability in required skills.  


The working environment for this position requires the use of a keyboard and the visual acuity to perform manual file searches.

Physical effort requires walking, stooping and bending, standing, climbing or descending multiple flights of stairs on occasion.

Position Type: Full-time