Career Center

Job Description:

• Manages team of PME administrative support staff (approximately 70% of effort); sets performance goals, conducts performance evaluations, determines merit increase recommendations.
• Ensures excellent customer service and high-level administrative support delivery throughout the PME.
• Develops and implements employee training, succession, and mentoring plans for the administrative support team.
• Resolves disputes and performance issues; creates improvement plans, and works to troubleshoot/overcome barriers to excellence for the administrative support team.
• Manages the PME Administrative Support office.
• Identifies and resolves space, seating, and other facility issues through coordination with facilities support.
• Creates hybrid and in-person work schedules for the admin team, ensuring optimal coverage across the school for faculty needs and event support.
• Functions as a communication nexus through the admin support team between faculty lab groups and PME central administration.
• Manages the $250K PME Administrative Support team and Events budgets, using independent discretion and excellent professional judgment.
• Leads and supports mission-critical initiatives, projects, and events (approximately 10% of effort)
• In support of faculty (approximately 10% of effort), performs complex administrative duties requiring utmost discretion and excellent judgment; manages complex faculty calendars and appointments, travel arrangements, Triages emails and telephone calls for action; resolves routine and complex inquiries; schedules, plans, and coordinates meetings, conferences, symposia, workshops, and special events, ensuring the faculty/executive is prepared through compiling data, statistics, and other information and materials; uses various relevant information sources to synthesize information, and prepare special reports and summaries; manages a portion of the facultyâ™s/manager's budget, tracking, monitoring and reconciling accounts (>$1M portfolio). Participates in financial meetings and approves invoices.
• Manages projects as directed by the Editor-in-Chief of the American Chemical Society (ACS) Journal.
• Serve as Journal Office Assistant support for the ACS Journal. Works with minimal supervision resolving non-routine problems and applying associated practices and procedures.
• Demonstrate an intermediate level of understanding of the peer review process, and intermediate level skills with basic word processing, spreadsheet, and Web based programs and tools.
• Exhibit excellent communication skills in working with editors and ACS staff.
• Use ACS Paragon Plus, ACSâ™ Web-based peer review management system, to monitor and support the peer review process.
• Coordinate regular meetings with Editors and appropriate ACS staff, and provide reports of meetings.
• Assist in the coordination/organization of the Editorial Advisory Board.
• Work with Journal Manager to generate and distribute appropriate reports.
• Work with EIC to set priorities to ensure that the journalâ™s standards of timeliness are met and aid the EIC in generation of Annual/Strategic reports.
• Provide ACS with budget information for the editorial office. 
• Process invoices and ensures that all expenditures are properly accounted for in the journalâ™s imprest account. 
• Ensure that reimbursement requests are submitted monthly to the ACS and that those reimbursements are promptly deposited in the imprest account.
• May develop and establish performance goals, allocate resources and assess policies for direct subordinates.
• Plans systems of sustained continuous improvement. Reviews and updates established business processes and metrics.
• Performs other related work as needed.â‹

Preferred Qualifications

Education:

• Bachelorâ™s degree from accredited college or university.

Experience:

• 7+yearsâ™ management experience in a fast-paced, large non-profit or public or private sector organization supporting an executive-level individual or team.

 

Preferred Competencies

• Ability to handle sensitive and confidential situations and information with absolute discretion.
• Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Ability to use sound judgment and have excellent problem-solving skills.
• Demonstrated knowledge of scheduling and travel coordination skills
• Demonstrated ability to prioritize assignments to accommodate workload and deadlines.
• Must have excellent written and verbal communication and interpersonal skills to work effectively with faculty, staff, students, university administrators, and the ACS organization.
• Must possess superior attention to detail.
• Ability and willingness to work non-traditional work hours in order to meet deadlines. 
• Ability to work effectively independently and as a team member.
• Ability to take initiative and organize and complete projects with minimal supervision.
• Ability to receive feedback and respond to constructive criticism.
• Project Management skills.
• Knowledge of grammar, punctuation, spelling and style.
• Strong analytical and organizational skills.
• Demonstrated knowledge of University of Chicago Administrative policies and procedures.
• Understanding of academic and administrative structures of institutions of higher education.

 

Working Conditions

• Office environment, hybrid/remote working environment.

Application Documents

• Resume/CV (required)

 

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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