Administrative Assistant

Department
 

BSD E&E - Administration

About the Department
 

The Department of Ecology and Evolution hosts diverse faculty and student interests in the ecological and evolutionary processes that underlie patterns of life on earth. The research interests of our faculty include population genetics, molecular evolution, quantitative genetics, animal behavior, plant and animal ecology, evolutionary theory, systematic paleontology, and related subjects. A common theme in E&E is the application of quantitative techniques and current technologies to probe the conceptual foundations of ecology and evolution.
Researchers in E&E apply empirical and theoretical approaches across a wide variety of microbes, plants, and animals. While some research is focused on demystifying the ever-increasing genomic databases for diverse taxa, other researchers probe the factors that define species or make use of field experiments to understand species interactions and fates. Our focus is on the importance of science, while we also work to see sound applications of our research in the areas of genetically modified organisms, resource management, climate change, and the genetics of disease.

Job Summary
 

The Administrative Assistant reports to the Chairman and Executive Administrator in the Department of Ecology and Evolution at The University of Chicago Biological Sciences Division.
This role requires the knowledge and skills developed through work in a similar position, including the ability to interact with external and internal University partners with the utmost level of discretion and professionalism in a friendly and positive manner. The person selected for this role will serve as a key member of the administrative support team for the Department. The ideal candidate is a highly motivated, detail-oriented, and enthusiastic professional who enjoys working in a collaborative and fast-paced environment.

Responsibilities

• Provides high-level of confidential support for the Chairman.

• Manages the coordination of meetings, events, and/or conferences in support of the Chairman and Faculty.

• Serves as the primary representative for faculty recruitment activities; including but not limited to booking seminar space, catering, socials, creating interview itineraries, escorting individuals while on campus, arranging coordinating travel arrangements, etc.  

• Coordinates special projects as directed by the Chairman.

• Assists departmental visitors with inquiries and requests.

• Assists new department members by providing low level training for Buysite as needed.

• Maintains the departmental equipment inventory.

• Manages the coordination of conference rooms for classes, defenses, events, and meetings for faculty, students, and other academic personnel.

• Primary responsibility for the office management of orders, supply inventory, machines, and purchase orders through Buysite. 

• Assists with preparation of reimbursements for department members and visitors using GEMs, e-payments, etc. 

• Primary responsibility for the onboarding process for new faculty, staff, and trainees for technology set up for phone and computers.

• Maintains the department website.

• Monitors email and responds as needed.

• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.

• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar.

• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.

• Performs other work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

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Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degree.

Experience:

• Experience in supporting a Chairman or other senior executive.

• Familiarity with the University of Chicago.

• Experience working in higher education strongly preferred.

Preferred Competencies

• Exceptional accuracy, attention to detail, and ability to complete tasks thoroughly.

• Positive, service-oriented attitude and courteous demeanor.

• Demonstrated ability to multitask and meet deadlines in a challenging, fast-paced work environment.

• Sound judgment and the ability to anticipate potential problems and address them before they arise.

• Acumen to interact with a diverse and distinguished range of colleagues and visitors.

• Ability to handle sensitive and confidential situations and information with absolute discretion.

• Excellent oral and written communication skills.

• Proficiency with Microsoft Office Suite, with high proficiency in Word, Excel, and PowerPoint, and with Adobe Acrobat.

Working Conditions

• This position is eligible for a hybrid work schedule.

Application Documents

• Resume/CV (required)

• Cover Letter (required)

• Reference Contact Information (3)(required)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Administration & Management

Role Impact
 

Individual Contributor

FLSA Status
 

Non-Exempt

Pay Frequency
 

Biweekly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
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 Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

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.