Assists in managing the daily operation of the office by proactively providing and managing administrative, expense, and logistic support for the office suite, including but not limited to, calendar management, room reservations, expense management, procurement, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.
Triages emails and telephone calls for action; refers inquiries to the appropriate person and follows up to ensure complete and timely responses.
Responsible for planning and execution of deliverables for standing meetings and projects within the department.
Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.
Organize and manage meetings, off-sites, and team-based events for training, development, recognition, and other organizational initiatives.
Track and help drive completion of key deliverables and follow up on outstanding items.
Manage procurement, organization, and storage of supplies in space that BSD Finance shares with other BSD offices and UCM.
Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from the leader's office to the University. Relieves leaders of administrative responsibilities.
Prepare special reports and summaries, assist in managing the daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
Coordinates special projects as directed by the leader. Prepares write-ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
Performs other related work as needed.
Preferred Qualifications Â
Education:
Bachelorâ™s degree.
Experience:
At least seven years prior experience in a senior level administrative support position for executive level leaders.
Prior experience as an administrative assistant in an academic environment.
Experience with scheduling for multiple leaders, preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.
Creating, editing, proofing, and sending executive communication on behalf of supported offices.
Extensive experience in preparing presentation decks for executive leadership.
Experience with reconciling project budgets, tracking expenses, and providing timely updates on office expense management including monthly and quarterly tracking reports.
Technical Skills or Knowledge:
Familiarity with Project Management methodologies.
Advanced experience in Microsoft Outlook, Excel, PowerPoint, Word, and Adobe Acrobat.
Preferred Competencies
Ability to handle highly confidential and sensitive materials and situations.
Excellent oral and written communication skills.
Ability to interact comfortably with senior executives, faculty, and staff.
Ability to develop collaborative relationships throughout the University community.
Ability to effectively represent the mission, values, and strategic plan of the organization and leaders through work products, efforts, and communication.
Ability to manage and organize ad hoc projects to support processes and workflows for the HR and OAA teams.
Ability to be reliable, driven, and results-oriented.
Strong organizational, communication, and interpersonal skills.
Experience handling multiple projects and working well under deadlines.
Excellent oral and written communication skills.
Ability to use appropriate resources to resolve an issue.
Working Conditions
This role requires regular onsite presence to foster collaboration, engagement, and operational effectiveness, with specific in-office expectations outlined by the department.
Application Documents
Resume (required)
Cover Letter (preferred)
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.
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: 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.
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.