Project, Inventory, and Billing Specialist chez University of Chicago

Department

OPS ITS - Logistics and Receiving

About the Department

ITS collaborates with campus partners to support the mission of the University of Chicago through the consistent delivery of high-quality solutions and services.   We provide secure, stable, and reliable infrastructure and applications to support the mission of the University.   We support and enable faculty research and teaching with the effective use of technology.   We simplify the technology experience for faculty, students, alumni, and staff, and we ensure technology is mobile-friendly and accessible.   We identify, manage, and mitigate the technology risks of the University.

Job Summary

The Project, Inventory, and Billing Specialist plays a vital role within the Supply Chain Operations team by providing comprehensive support for project management, inventory control, and client billing activities. This position is integral to maintaining operational efficiency, ensuring the accuracy of asset records, and facilitating effective resource allocation. The Specialist utilizes best practices and a comprehensive understanding of internal and external University processes to improve existing products or services. This role requires independent problem-solving skills, the ability to adopt fresh perspectives by leveraging established solutions, and the capacity to work autonomously with minimal supervision.

Responsibilities

• Prepares various types of detailed reports to support project tracking, inventory management, and billing activities.
• Collaborates proactively with staff members to achieve departmental goals, contributing innovative strategies and ideas for process improvement.
• Attends and actively participates in assigned meetings and training sessions to stay informed about current procedures and updates.
• Manages billing activities for a variety of recharge operations, ensuring accuracy and timely processing of client invoices.
• Validates and updates equipment and vehicle asset information within the asset management database, maintaining data integrity.
• Coordinates and prioritizes small-scale projects involving collaboration across multiple shops and departments, utilizing standard project management methodologies. Effectively communicates resource and scheduling requirements to supervisors to facilitate project completion that meets established timeframes and quality standards.
• Tracks project progress and proactively identifies and resolves obstacles with limited supervision, escalating issues as needed.
• Communicates professionally with internal and external clients, drawing upon job-related training and substantial on-the-job experience to address queries and concerns.
• Provides administrative support for additional projects as assigned, seeking guidance and developing advanced skills to enhance performance.
• Generates comprehensive inventory reports for management that detail stock levels, identifies trends, and highlights potential issues requiring attention.
• Monitors, tracks, and accurately records inventory levels using designated inventory management systems, ensuring timely and effective replenishment.
• Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with guidance and direction from others.
• Reviews invoice payment reports and conducts appropriate payables transactions to correct errors, with skills learned through considerable on-the-job experience.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field. (Required)

Work Experience:

Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degree in a related field.

Technical Skills or Knowledge:

• Strong computer skills. Proficient in Microsoft Office 365 Suite.

Preferred Competencies

• Handle multiple projects and assignments simultaneously.
• Excellent organizational skills.
• Excellent verbal and written communication skills.
• Possess team management skills and leadership skills.
• Maintain good attendance.

Working Conditions

• Work evenings and weekends.
• Office environment.
• Bend, crouch, or stoop.
• Use computers extensively for 2 hours to 4 hours.
• Make repetitive wrist, hand, or finger movements.
• Sit for 2 hours to 4 hours.
• Stand for 2 to 4 hours.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• References Contact Information (3) (required)

Job Family

Financial Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$26.44 - $29.33

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

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.

 

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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