1) Proactively provide and manage administrative, expense and logistic support for the office suite, including but not limited to, calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.
2) Responsible for planning and execution of deliverables for reoccurring meetings and projects such as the Committee on Appointments and Promotions (COAP), the Committee on the Reappointment of Assistant Professors (COPOAP), HRP/Academic Affairs Meetings and MDI initiatives.
3) Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.
4) Organize and manage meetings, off-sites and team-based events for training, development, recognition and other organizational initiatives.
5) Support annual operational planning (AOP) processes, business planning, and performance review cycles.
6) Track and help drive completion of key deliverables and follow up on outstanding items.
1) Ability to handle complex issues, influence and problem-solve.
2) Ability to interact comfortably with senior executives, faculty, and staff.
3) Ability to develop collaborative relationships throughout the University community.
4) Ability to adapt to continually changing business and work environment.
5) Ability to effectively make decisions that represent the mission, values and strategic plan of the organization and leaders.
6) Ability to handle highly confidential and sensitive materials and situations.
7) Ability to manage and organize ad hoc projects to support processes and workflows for the HR and AA teams.
8) Ability to complete large volumes of work efficiently and effectively.
9) Ability to be reliable, driven and results-oriented.
10) Ability to recognize the need to change and improve processes.
1) High school degree. 2) Bachelorâ™s degree.
1) 5 yearsâ™ experience providing administrative support experience.
2) 2 years experience creating, editing, proofing and sending executive communication on behalf of supported offices or individuals.
3) 2 years experience with website updates including utilizing internal and external resources to ensure consistent, accurate and up-to-date information.
4) 2 years of experience preparing presentations decks for executive leadership.
5) 2 years experience reconciling budgets, tracking expenses and providing timely updates on office expense management.
6) Intermediate experience in Microsoft Outlook, Excel, PowerPoint, and Word.
7) Experience creating, sending and managing results of surveys, interviews, debriefs, etc. and preparing in an executive summary.
8) Experience scheduling, preparing and proactively anticipating details for meetings, events, interviews, and ongoing tasks/responsibilities.
9) Strong organizational, communication and interpersonal skills.
10) Experience handling multiple projects and working well under deadlines.
11) Experience taking ownership for tasks/responsibilities to evolve and grow supporting the team.
12) Experience working in higher education or an academic medical center.
13) Experience with Project Management methodologies.
14) Experience developing creative solutions to address organizational challenges.
15) Experience designing processes to maximize efficiency.
16) Experience planning meetings or events.
17) Human Resource Information Systems experience, such as Workday.
18) GEMS experience.
1) Cover Letter
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR07679
About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.