Senior Business Administrator

Department
 

Office of the Executive Vice President

About the Department
 

The Executive Vice President oversees major planning efforts and programmatic initiatives and a broad range of work, including campus master planning, architectural design for major capital projects, Facilities Services, the Office of University Events and Ceremonies, executive recruitment and compensation, the David Rubenstein Forum, and the Quadrangle Club. The unit also has responsibility for facilitating and implementing strategic initiatives that require significant central coordination. The EVP is the principal representative of the Office of the President, and the convener for major planning efforts and programmatic initiatives that engage multiple administrative offices.

Job Summary
 

The Senior Business Administrator works closely with members of the staff in the Office of the Executive Vice President to manage personnel and administrative functions, prepare materials for leadership decision making, and support and advance initiatives and programs. The position reports to the Associate Vice President in the Office of the Executive Vice President and provides high-level business support to officers in the Office of the President, Executive Vice President and Vice President and Secretary of the University.

Responsibilities

• Prepare and manage detailed materials for University leadership. Includes partnering with stakeholders and leaders across the organization to coordinate and refine Board of Trustee materials, writing and editing, and document tracking. Includes day-of responsibilities to support smooth running of Board Committee meetings.

• Human Resources and Payroll lead in the Offices of the President and Executive Vice President; independently manage onboarding, offboarding, and performance evaluation processes; staff searches.

• Supervise administrative assistants and oversee general responsibilities, including the receptionist for Levi Hall 5th Floor, and other support staff. Manage and develop personnel, set duties and schedules, and ensure consistent coverage for executive priorities. Coordinate collaboratively with executive and administrative staff to ascertain needs and work assignments.

• Primary point of contact for President’s Office with multiple central administrative units including Safety and Security, IT Services, Facilities Services, Transportation, and other units.

• Direct emergency planning and response for Levi Hall 5th Floor, including coordination with Safety and Security and Campus and Student Life; manage approvals related to atypical uses of the Main Quadrangles.

• Oversee, manage and implement processes for Levi Hall access, guest registration, conference room reservations, space assignments, and operational communications.

• Manage, oversee, and implement projects and activities as assigned, developing detailed project plans, timelines, deliverables, and measures; convene project meetings and follow-up with project partners and stakeholders throughout the project lifecycle.

• Work independently and collaboratively in developing solutions amid complexity.

• 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.

• Work with partners across the University, the Medical Center, laboratory affiliates, and external partners to coordinate the Dean or Officer’s strategic meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others.

• 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:

• Undergraduate or graduate-level coursework.

• Bachelor’s Degree.

Experience:

• Progressively responsible experience, preferably culminating in a senior administrative role with supervisory experience.

• Experience working in higher education.

• Familiarity with University of Chicago systems and administrative structures.

Preferred Competencies

• Must embrace and project the University’s mission and values, including a passionate commitment to advancing diversity, inclusion, and belonging.

• The successful applicant will have a demonstrated ability to work in a fast-paced environment with non-negotiable deadlines and to be comfortable operating independently and within a certain level of ambiguity.

• Ability to manage interpersonal relationships, develop positive working relationships, and communicate with clarity and tact.

• Impeccable attention to detail.

• Excellent analytical and critical thinking skills.

• Excellent oral and written communication skills, including presentations and careful editing.

• Excellent computer skills. Strong proficiency with a variety of computer applications including Word, Excel, Acrobat, and the ability and willingness to learn new systems quickly. Proficiency in Adobe Creative.

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

• Excellent time management skills, including ability to adaptively multitask, prioritize, and work on schedule and within deadlines.

• Ability to develop project plans, timelines, deliverables, and measures across projects and by gathering inputs from across the organization.

• Ability to work as a collaborative, conscientious, and dependable member of the Executive Vice President's staff.

• Willingness and ability to produce work outside of standard business hours, on occasional evenings and weekends.

• Strong judgment and discretion in seeking advice from and communicating critical updates to AVP for escalation to the EVP, Vice President or President.

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
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

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.