Executive Assistant
- Chicago, IL
- $60,000-90,000 per year
- Permanent
- Full-time
The BSD Dean’s Office oversees all basic and clinical research programs in the BSD and helps to lead the coordination and integration of all types of basic, clinical, translational, and community research throughout the BSD.Job Summary The Executive Assistant supports three Research Deans as part of the BSD Dean’s Office: Vice Dean for Basic Science Research, Vice Dean for Clinical Science Research, and Associate Dean for Basic Science Research. The Executive Assistant reports directly to the Associate Dean for Basic Science Research.As an Executive Assistant, you will work independently to organize activities and projects, managing correspondence, prioritizing competing requests, and daily calendar management for all three Research Deans. This position plays a pivotal role in staffing and the implementation of strategic faculty recruitment visits; in addition, the Executive Assistant serves as a ‘face of the Dean’s Office’ with faculty and staff.ResponsibilitiesProvide complete calendar management for three Research Deans, including scheduling meetings and travel.Meeting management (including scheduling, invitations, room reservations, AV, assistance with agenda development, refreshments - if applicable) for several standing meetings within the Dean’s Office, including the Faculty Advisory Committee, BSD Dean’s Leadership Group, Associate Research Deans’ meetings, Basic Science Chairs’ meetings, and more.Responsible for the development of meeting itineraries and organizing travel for strategic faculty recruitment visits.Assist and provide administrative oversight for other relevant BSD projects, updating project plans and timelines, scheduling meetings, coordinating resources with other BSD units, assisting with the creation and updating of unit tracking and report. Includes some Dean’s Office event management, such as special lectures and town halls.Provide and manage administrative, expense and logistic support, 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. Relieves leaders of administrative responsibilities.Support annual planning processes, business planning, and performance review cycles.Track and help drive completion of key deliverables and follow up on outstanding items.Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.Initiates 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 QualificationsEducation: 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 QualificationsExperience:Prior experience as an executive assistant in an academic environment.Experience scheduling for and supporting multiple leaders (2-3) at once.Experience creating, editing, proofing, and sending executive communication on behalf of supported offices.Experience tracking and reconciling expenses.Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.Preferred CompetenciesAbility 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, vision, values, and strategic plan of the organization and leaders through work projects, efforts, and communication.Ability to manage and organize ad hoc projects to support processes and workflows.Ability to be reliable, driven, and results oriented.Strong organizational, communication and interpersonal skills.Strong attention to detail.Experience handling multiple projects at once and working well under deadlines.Ability to communicate comfortably with healthcare professionals.Ability to communicate comfortably with faculty, staff, students, and officials at the highest level of the organization.Working ConditionsOffice Environment.Application DocumentsResume (required)Cover Letter (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 & ManagementRole Impact Individual ContributorScheduled Weekly Hours 40Drug Test Required NoHealth Screen Required NoMotor Vehicle Record Inquiry Required NoPay Rate Type Salary
FLSA Status Exempt
Pay Range $60,000.00 - $90,000.00The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.Benefits Eligible YesThe University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in thePosting StatementThe University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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 theJob seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request viaAll 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: . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.