Executive Assistant to the Dean

Department
 

University of Chicago Social Sciences Division

About the Department
 

This position will be held in the Dean's Office of the Social Sciences and provides direct support that contributes to the success of the Dean. The Division of the Social Sciences play a critical role in supporting an interconnected community of scholars that extend across disciplines; encompass faculty, students, alumni; and extend to the community of social scientists across the University of Chicago.

Job Summary
 

The job provides advanced, diversified, and confidential administrative support to a Dean or Officer of the University. Manages office operations to help accomplish the strategic goals of the Dean or Officer that impacts the larger University community.
The Executive Assistant to the Dean directs the administrative support operations of an executive's office and provides administrative assistance to the executive. Relieves executive of as much administrative detail as possible, either by providing or appropriately delegating to support staff all administrative support. Manages communication for the executive, representing the executive to other University executives, other University offices and outside agencies. Oversees preparation of correspondence and other written material. Ensures all inquiries are routed appropriately and in a timely manner. Maintains the executive's calendar, exercising considerable discretion and judgment as to priorities and effective use of executive's time. Oversees scheduling and coordination of meetings, conferences, and special events, ensuring the executive is prepared through compiling data, statistics, and other information and materials. Coordinates complex travel arrangements for executive, ensuring that all necessary reservations, agendas and briefings are assembled and prepares the itinerary. Interprets requests and helps implement action, routing or delegating to the appropriate administrator for important or urgent matters. Manages special projects as directed by the executive.

Responsibilities

• Acts as a communications specialist for the Dean and his or her staff through preparation of a wide variety of correspondence including memos, letters and reports under own signature or for signature of the Dean and ensures appropriate handling of confidential material.

• Provides complex and confidential administrative assistance to the Dean, Associate Deans, and Deputy Deans.

• Manages the Dean's and Deputy Dean's calendar by exercising considerable judgment as to the optimal use of their time, acting as the gateway to the Dean.

• Operates at the highest level of confidentiality about personnel and financial matters and deftly manages unique situations with discretion.

• Relieves the Dean of as much administrative detail as possible, either by providing or appropriately delegating to support staff all administrative support.

• Prioritizes planned and unexpected matters that require attention and decisions of the Dean. Interprets requests and implements action, deciding on whether the Dean should be notified of important or emergency matters.

• Ensures the Dean is prepared for meetings and other events by gathering relevant data, statistics, meeting materials and other pertinent information.

• 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 travel expenses for the Dean.

• Coordinates information flow from the Dean's office, triaging emails and telephone calls for action and follow-up as appropriate to ensure complete and timely responses.

• Structures and manages the Dean's electronic shared folders to collaborate efficiently on communications and document preparation, and ensures the orderly placement of files on the shared server; acts as a liaison between the Dean and other University executives and offices with tact, courtesy, and confidentiality; plans and manages selected special events for the Dean; manages special projects as directed by the Dean and Deputy Dean.

• Updates organizational lists for the Dean’s Office, Centers and Committees.

• Manages and tracks monthly projects for the Dean's Office.

• 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.

• Maintains the Dean or Officer’s complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the executive’s time. Confirms all meetings, necessary materials, and meeting locations in advance. Reviews upcoming meetings and events weekly with their executive. Arranges complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

• 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:

• A Bachelor’s degree.

Experience:

• Progressively responsible administrative experience.

Preferred Competencies

• Strong technical skills evidenced by proficiency in common office software applications (e.g., Outlook, Word, Excel, PowerPoint, Adobe Acrobat) and deploying technical tools to improve processes and capabilities.

• Excellent oral and written communication skills. Experience composing written communications and editing and proofreading material written by others required at an intermediate level.

• Familiarity with a complex research university environment and working in an academic unit.

• Excellent Interpersonal and customer service skills required. Ability to handle public contacts with courtesy, clarity and diplomacy.

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

• Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

• Excellent problem-solving skills.

• Ability to use appropriate resources to resolve an issue.

• Ability to follow an issue through to resolution.

• Considerable skill in working both independently and as a team member.

• Ability to take initiative and organize and complete projects with minimal supervision.

Application Documents

• Resume (required)

• Cover Letter (required)

• Reference Contact Information (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.