Paleontology Administrative Aide – Office Based

About the Company

The Field Museum is a world-renowned institution dedicated to the exploration and understanding of natural history. For over a century, we’ve inspired generations through our vast collections, groundbreaking research, and immersive exhibits. Our mission is to fuel a journey of discovery across time, cultures, and environments, fostering a deeper understanding of our planet and its diverse life forms. While our main campus is in Chicago, we operate various research and administrative offices across the region to support our extensive scientific endeavors, including the vital work of our paleontology department.

Job Description

We are seeking a highly organized and detail-oriented Paleontology Administrative Aide to provide essential support to our paleontology department in our Schaumburg office. This office-based role is critical for the smooth operation of research projects, specimen management, and communication within the department and with external partners. The successful candidate will be a proactive problem-solver with excellent administrative skills and a passion for supporting scientific discovery.

Key Responsibilities

• Manage and organize departmental correspondence, reports, and digital files.
• Schedule meetings, travel arrangements, and maintain calendars for paleontologists and senior staff.
• Assist with the preparation of research proposals, grant applications, and presentation materials.
• Coordinate logistics for field expeditions, including supplies, permits, and travel arrangements.
• Process invoices, expense reports, and track departmental budgets.
• Maintain and update specimen databases and collections records under supervision.
• Act as a liaison between the paleontology department and other museum departments or external organizations.
• Handle inquiries, screen calls, and provide general administrative support to ensure efficient operations.
• Assist with event planning for departmental workshops, seminars, or public outreach programs.

Required Skills

• Minimum of 2 years of administrative support experience, preferably in a scientific or academic setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team in a fast-paced environment.
• Demonstrated ability to handle confidential information with discretion.
• Excellent time management and multitasking abilities.

Preferred Qualifications

• Bachelor's degree in a related field (e.g., Biology, Geology, Museum Studies, or Business Administration).
• Familiarity with scientific terminology, particularly in paleontology or earth sciences.
• Experience with grant writing support or research administration.
• Proficiency with project management software.

Perks & Benefits

• Comprehensive health, dental, and vision insurance plans.
• Paid time off, including vacation, sick leave, and holidays.
• 403(b) retirement plan with employer contribution.
• Life and disability insurance.
• Employee discounts at the museum store and cafes.
• Free museum admission for employees and their families.
• Opportunities for professional development and training.
• Access to cutting-edge scientific research and collections.
• A dynamic and collaborative work environment dedicated to scientific discovery.

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