Department
About the Department
Job Summary
Responsibilities
Provides comprehensive advanced administrative support and events management to support the research and educational goals of the Institute’s Director and senior leadership for a diverse set of activities.
Manages human resource activities for staff employees including hiring, orientation, performance planning and compensation, staff development and employee relations.
Supervises program coordinators and collaborates with other Institute staff.
Leads the purchasing of goods and services. Set up consultants, service agreements, and other contracts with vendors. Works with procurement and appropriate business units with the University to ensure compliance with all University and federal contract guidelines and regulations.
Represents the Director, Institute, and University well in all internal and external verbal, written, and in-person correspondence. Builds relationships with a diverse set of stakeholders and collaborators.
Develops and implements communication and programming strategies with an international audience of researchers.
Researches, compiles, and analyzes data to create proposals, letters, reports, and other documents.
Assists with the composition, editing, and proofing of scientific and/or technical documents including grants and manuscripts.
Organizes and executes select Institute projects, research programs, events, and initiatives.
Works across technical and scientific teams to act as a liaison between the programmatic team and program participants.
Oversees and maintains physical office space, ordering equipment, supplies, repairs, and upgrades.
Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.
Works with minimal guidance in space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.---
Work Experience:
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Certifications:
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Preferred Qualifications
Education:
Bachelor’s degree.
Experience:
Experience providing executive administrative support.
Advanced experience using basic software applications (e.g. Microsoft Office Suites, Google Docs, email and calendaring programs).
Experience composing, editing, and proofing written language for professional communication in the English language.
Demonstrated experience successfully accomplishing complex assignments with ambiguous requirements and minimal oversight and supervision needed.
Demonstrated experience initiating and successfully leading administrative process improvements that resulted in operational efficiencies.
Experience handling confidential information with absolute discretion.
Customer service experience.
Preferred Competencies
Excellent verbal and written communication skills.
Demonstrated administrative and organizational skills.
Work successfully with University students, faculty, and staff.
Multi-task and manage multiple responsibilities simultaneously.
Familiarity with general business practices.
Attention to detail.
Excellent interpersonal skills.
Strong analytical and organizational skills.
Analytical ability to find solutions to various administrative problems.
Flexible and perform new tasks with short notice.
Handle public contacts with courtesy, clarity, and diplomacy.
Handle sensitive and confidential situations and information with absolute discretion.
Display a professional, calm, and courteous demeanor and maintain when under pressure.
Follow an issue through to resolution.
Work under minimal supervision and oversight.
Review and synthesize information and produce a concise summary.
Application Documents
Resume (required)
Cover letter (required)
References (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
Role Impact
FLSA Status
Pay Frequency
Scheduled Weekly Hours
Benefits Eligible
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Posting Statement
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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.
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