Administrative Assistant

Department
 

BSD HRO - Human Resources

About the Department
 

The Biological Sciences Division (BSD) is the largest unit of the University. Established in 1930, the BSD is comprised of faculty from the clinical and basic sciences. In this unique academic community, a unified division delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences together with outstanding patient care and world-renowned research. The BSD currently includes approximately 135 faculty in the 10 basic science departments, over 800 faculty in 13 clinical departments, and 2400 staff members. The BSD includes the Pritzker School of Medicine (PSOM), approximately 24 academic units, degree-granting committees, and research centers and institutes. The BSD is located on the University's main campus in Hyde Park, 20 minutes south of downtown Chicago. Under the leadership of the University Executive Vice President for Medical Affairs and Dean of the BSD, the BSD and University of Chicago Medical Center (UCM)—a separate legal entity controlled by the University—are collectively known as the University of Chicago Medicine (UChicago Medicine or UCM). UCM oversees the finances and operations of all inpatient and ambulatory services. The UCMC medical staff is comprised of faculty physicians who receive academic appointments in the University and the clinical departments of the BSD. BSD’s patient care operations are conducted on the Hyde Park campus and in clinics located in the Chicago Land area.

Job Summary
 

The Administrative Assistant works within the Biological Sciences Division providing administrative support to the designated executive leaders to include daily calendar management and assisting with organization and project oversight for strategic initiatives. This key position supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgement to escalate maters appropriately and to ensure the smooth and effective operations of the office suite. She/he will be a creative and positive self-starter with the right set of skills to take on a range of projects and work from concept to completion. This fast-paced role demands a high level of discretion, confidentiality, attention to detail, and flexibility.

Responsibilities

• 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.
• 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.
• Support annual planning processes, business planning, and performance review cycles.
• Track and help drive completion of key deliverables and follow up on outstanding items.
• Initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
• 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, 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.

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).

---
Work Experience:

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

---
Certifications:

---

Preferred Qualifications

Education:

• Bachelor’s degree

Experience:

• At least seven years prior experience in a senior level administrative support position for multiple (2-3) executive level leaders.
• Prior experience as an administrative assistant in an academic environment or human resources department.
• 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.
• Preparing presentations decks for executive leadership.
• Reconciling budgets, tracking expenses and providing timely updates on office expense management including monthly and quarterly tracking reports.
• Project Management methodologies.
• Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.

Preferred Competencies:

• Ability to handle highly confidential and sensitive materials and situations.
• 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.

Application Documents

• Resume (required)
• Cover Letter (preferred)

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
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

COVID-19 Vaccination or Approved Medical or Religious Exemption Required
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.
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.

Department
 

BSD HRO - Human Resources

About the Department
 

The Biological Sciences Division (BSD) is the largest unit of the University. Established in 1930, the BSD is comprised of faculty from the clinical and basic sciences. In this unique academic community, a unified division delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences together with outstanding patient care and world-renowned research. The BSD currently includes approximately 135 faculty in the 10 basic science departments, over 800 faculty in 13 clinical departments, and 2400 staff members. The BSD includes the Pritzker School of Medicine (PSOM), approximately 24 academic units, degree-granting committees, and research centers and institutes. The BSD is located on the University's main campus in Hyde Park, 20 minutes south of downtown Chicago. Under the leadership of the University Executive Vice President for Medical Affairs and Dean of the BSD, the BSD and University of Chicago Medical Center (UCM)—a separate legal entity controlled by the University—are collectively known as the University of Chicago Medicine (UChicago Medicine or UCM). UCM oversees the finances and operations of all inpatient and ambulatory services. The UCMC medical staff is comprised of faculty physicians who receive academic appointments in the University and the clinical departments of the BSD. BSD’s patient care operations are conducted on the Hyde Park campus and in clinics located in the Chicago Land area.

Job Summary
 

The Administrative Assistant works within the Biological Sciences Division providing administrative support to the designated executive leaders to include daily calendar management and assisting with organization and project oversight for strategic initiatives. This key position supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgement to escalate maters appropriately and to ensure the smooth and effective operations of the office suite. She/he will be a creative and positive self-starter with the right set of skills to take on a range of projects and work from concept to completion. This fast-paced role demands a high level of discretion, confidentiality, attention to detail, and flexibility.

Responsibilities

• 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.
• 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.
• Support annual planning processes, business planning, and performance review cycles.
• Track and help drive completion of key deliverables and follow up on outstanding items.
• Initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
• 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, 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.

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).

---
Work Experience:

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

---
Certifications:

---

Preferred Qualifications

Education:

• Bachelor’s degree

Experience:

• At least seven years prior experience in a senior level administrative support position for multiple (2-3) executive level leaders.
• Prior experience as an administrative assistant in an academic environment or human resources department.
• 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.
• Preparing presentations decks for executive leadership.
• Reconciling budgets, tracking expenses and providing timely updates on office expense management including monthly and quarterly tracking reports.
• Project Management methodologies.
• Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.

Preferred Competencies:

• Ability to handle highly confidential and sensitive materials and situations.
• 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.

Application Documents

• Resume (required)
• Cover Letter (preferred)

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
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

COVID-19 Vaccination or Approved Medical or Religious Exemption Required
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.
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.