Executive Assistant to the Dean of the College

Department
 

College The College

About the Department
 

The Office of the College Dean, located in Harper Memorial Library, oversees the academic and operational administration of the College, including curriculum and academic programs, finance and budgeting, study abroad and second language acquisition initiatives, Development and Alumni Relations, Housing and Residential Life, Summer Session, the Society of Fellows in the Liberal Arts, and grant administration.
The College is comprised of the College Dean’s office, four Collegiate Divisions, the Office of Research and Teaching Innovations, 14 units under the collegiate division organization; the Dean of Students office with its 4 subsidiaries – the College Programming Office, the College Core Tutor Program, the Office of College Community Standards and the Center for College Student Success; the Study Abroad Office, College Information Technology, the Arley Cathey Learning Center, the Society of Fellows, Summer Quarter, College Writing Program, and the Chicago Center for Teaching and Learning.

Job Summary
 

Reporting to the Dean of the College, the Executive Assistant plays a critical role in the College's mission to educate undergraduates. The Executive Assistant is responsible for supporting complex calendar management, academic appointment review, information and communications flow, and events and committee meeting arrangements. The Executive Assistant is expected to provide this support with a high degree of autonomy and discretion, anticipating the needs and understanding the priorities of the Dean.

Responsibilities

• Manages the Dean’s calendar, meeting preparation, and travel.
• Maintains the Dean’s complex and extremely active calendars and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the Dean’s time. May also support the Deputy Dean’s calendar, as needed.
• Confirms all internal and external meetings, necessary materials, and meeting locations in advance. Reviews upcoming meetings and events weekly with the Dean.
• Makes and coordinates complex travel arrangements for the Dean, preparing the itinerary and ensuring that all necessary files, materials, and supplies are assembled, coordinating with other personnel as appropriate. Reconciles all expense reports for the Dean.
• Works closely and collaboratively with Alumni Relations and Development on donor engagement, including travel, meetings, and meeting preparation.
• Organizes Dean’s review of faculty and other academic appointments of the College. Provides support for academic appointments that require a visa.
• Assembles, records, and tracks all recommendations for faculty and other academic appointments submitted to the Provost’s office for consideration as new hires, reappointments, and promotions.
• Reviews appointment information and back up material to assure accuracy and completeness of information before routing to the Provost’s office for approval.
• In close collaboration with the Office of International Affairs, secures sponsored visa for academic appointments, where necessary and appropriate. Assembles required paperwork for visa applications (typically J-1 and H-1B) and coordinate with the appointee.
• Provides high-level support and coordination for information and communications critical to the Dean.
• Coordinates information flow from the Dean's office, triaging emails and telephone calls for action and follow-up to ensure complete and timely responses. Prepares a wide variety of correspondence including memos, letters, and reports under own signature or for signature of the Dean.
• Structures and manages the Dean's electronic shared folders to facilitate collaboration and cooperation between and among the Dean, College staff, and key stakeholders.
• Acts as a liaison between the Dean and other University executives and offices, Board members, donors, alumni, parents, students, faculty, and staff with tact, courtesy, and confidentiality.
• Manages standing meetings, committees, and Dean’s Office events.
• Organizes a variety of meetings, which includes but is not limited to, coordinating the College Council meeting schedule with the Secretary of the Faculties, Registrar’s Office, and other stakeholders, along with coordinating College standing and ad hoc committee meetings, such as the Committee of the College Council and the Curriculum Committee.  Maintains rosters, assembles meeting materials, and sends out invitations.
• Organizes Dean’s Office events, including receptions, parties, and gatherings. Supports logistics of Dean’s Office events, including vendor and location selection and coordination, advertising, and on-site staffing.
• Provides high-level administrative support for a Dean or Officer of the University. Proactively relieves the Dean or Officer of as much administrative detail as possible by efficiently and independently performing all duties. Manages the daily operations of the office, maintain files and processes mail for their executive. Drafts, edits, and prepares presentations and communications ensuring their executive is prepared with meetings materials and presentations, pertinent information and/or statistics.
• Independently manages, oversees and implements projects as directed by their Dean or Officer’s vision. Prepares and maintains sensitive project plans, budgets, and requirements often with deadline pressures. Tracks progress, solve problems, and provides regular updates to their executive.
• 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).

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Work Experience:

Minimum requirements include knowledge and skills developed through 10+ 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:

• Minimum two years experience working in academic setting, university administration, or a university environment.
• Knowledge of the University of Chicago institutional structure.

Technical Skills or Knowledge:

• Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.
• Proficient with Interfolio or other electronic record systems related to academic appointments.
• Learn new programs and applications as needed.

Preferred Competencies

• Excellent written and oral communication skills.
• Write in the voice of another.
• Attention to detail and the ability to maintain accuracy at all times.
• Excellent interpersonal and customer service skills.
• Handle public contacts with courtesy, clarity, and diplomacy.
• Develop collegial relationships.
• Handle sensitive and confidential situations and information with absolute discretion.
• Work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Strategize effectively, and possess excellent analytic and problem-solving skills.
• Sound judgment and excellent problem-solving skills.
• Follow an issue through to its resolution.
• Use appropriate resources to resolve issues in a timely manner.
• Considerable skill in working both independently and as a team member.
• Take initiative and organize and complete projects with minimal supervision.
• Adjust smoothly to administrative changes.
• Follow-up on long-range tasks.
• Manage stressful situations.
• Handle multiple assignments at any given time, often under time constraints.

Working Conditions

• Office environment.
• Sit for long periods of time.
• Work at a computer for long periods of time.
• Travel to various on-campus locations.

Application Documents

• Resume/CV (required)
• Cover Letter, which is to include your interest in this position (required)
• References 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
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

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.