Chicago, Illinois

Location: Hyde Park Campus Job Description: Provides advanced, diversified, and confidential administrative support for one or more faculty members.. Updates and maintains faculty memberâ™s CV, publication/bio-sketch, and other information, as required by Federal and Non-Federal granting agencies. Triages emails and telephone calls for action. Resolves routine and complex inquiries. Refers inquiries to the appropriate person and follows-up to ensure complete and timely responses. Exercises professional judgment to interpret and communicate office policies and procedures. Provides sophisticated, multi-platform calendar management. Prioritize inquiries and requests while troubleshooting conflicts; makes judgments and recommendations to ensure smooth day-to-day engagements; follows up with all parties to optimize engagement time. Schedules and coordinates meetings and conferences, using discretion and judgment to ensure that the faculty member is prepared through compiling data, statistics, and other relevant information and materials. Uses discretion and judgment to coordinate complex travel arrangements (hotel and airline reservations; prepares itinerary) ensuring that all necessary files, materials, and supplies are assembled.  Often, travel arrangements span multiple research institutions, industrial or corporate partners, national labs, and international entities. Actively participates in monthly procurement meetings, manages financial and budgetary activities, including preparing financial statements, projected lab spending, expense reconciliation, memos, invoices letters, and other documents. Serves as liaison for postdoctoral researchers, research staff, and students within the labs including purchasing requests, reimbursements, and accounts payable.  Arranges and handles or directs logistics for meetings and events including scheduling meetings; drafting agendas; creating, compiling, and distributing presentation materials, reserving space, validating health and safety protocols, and bears responsibility for successful event execution. Maintain familiarity and relationships with local vendors, ranges of services provided, and actively acquire and pursue knowledge of events industry standards and trends, nationally and internationally. Prepare event expense summaries and arbitrate any disputed charges. Complete post event activity plan, and include feedback received in vendor and event files and database. Post event follow-up communications to attendees, speakers, vendors and other stakeholders. Completes a broad variety of administrative tasks including assisting with significant special projects and events; designing, producing, and copy-editing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties. Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the faculty, including those of a highly confidential or critical nature. Prioritizes and determines the appropriate course of action, referral, or response, exercising judgment to reflect UChicago/PME policy and procedures. Evaluates and assists in developing office policies and procedures for improved workflow and anticipating future needs. Assist in the selection of vendors and purchased equipment, services, and supplies necessary for research operations. Manages technology acquisition for labs and faculty including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning; facilitates adherence to HR and IT policies regarding the same. Facilitates sensitive Human Resource matters including onboarding and off-boarding of lab personnel with a high level of confidentiality and discretion. Provides leadership to build relationships crucial to the success of the lab, PME, and UChicago, and manages a variety of special projects, some of which may have organizational and research impact. Manages or leads high-profile projects to successful completion, often with deadline and reputational pressures. Using discretion and judgment, drafts and edits documents including internal/external correspondence. Creates and maintains files, reviews drafts and finished documents for accuracy and grammar, including documents of a sensitive or confidential nature. Prepares 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 and prepares financial and/or administrative reports. May manage a portion of the leader's budget, monitoring and reconciling accounts. Performs other related work as needed. Preferred Qualifications Experience: Experience in a fast-paced, large non-profit or public or private sector organization supporting an executive-level individual or team. Grant support experience. Preferred Competencies Superior research, analytical, planning, organizational skills, and detail-orientation. Strong customer-service orientation. Ability to manage multiple projects, and competing priorities while adhering to deadlines. Excellent oral and written communication skills. Ability to work independently, exercise mature professional judgment, and use discretion. Comfortable in a team-oriented environment based on open, transparent, continual communication, information sharing and inclusive decision-making. Must be open to feedback and professional development. Capable of managing up to ensure deadlines are met and priorities kept. Must demonstrate utmost integrity, respect for confidential information. Working Conditions Office environment, hybrid/remote working environment. Application Documents Resume/CV (required) Cover Letter (required) Reference List â“ 3 (required) 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 the Applicant Inquiry Form. 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: 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.

Chicago, Illinois

Similar jobs