The University Of Chicago
Executive Assistant for Academic Leadership
The University Of Chicago, Chicago, Illinois, United States, 60290
Executive Assistant for Academic LeadershipApply
DepartmentHarris School Faculty and Academic Affairs
About the DepartmentWhy Policy? For a better world. Why Harris Public Policy? Because when it comes to better policymaking, evidence matters. We work at the frontiers of data collection and analysis, using the latest technology and social science methods to design policies that work for society. We conduct rigorous inquiry in an environment of innovation and risk-taking. We collaborate across the private, public, and nonprofit sectors, adopting new methodologies to drive better solutions. We engage with our city, our world, and our leaders every day to evaluate and test our ideas. And we lead with our passion for driving social change, knowing that passion alone does not equal impact.
Job SummaryReporting to the Deputy Dean of Academic Programs and Deputy Dean for Faculty Research of the Harris School of Public Policy, the Executive Assistant will oversee and provide communication, task prioritization, project management, and complex administrative support to the Deputy Deans. The Executive Assistant plays a critical role in ensuring a smooth and efficient operation. This position requires a highly organized, proactive, and detail-oriented individual who can manage a variety of administrative tasks while maintaining a high level of professionalism and confidentiality. The Executive Assistant will act as a key liaison between the Deputy Dean and internal/external stakeholders, manage complex schedules, and support various strategic initiatives within the department.
Responsibilities
Provide high-level administrative support for the Deputy Dean of Academic Programs and Deputy Dean for Faculty and Research. This includes, but is not limited to: coordinating daily schedules, maintaining calendars, scheduling meetings, and arranging travel.
Plan and organize internal and external meetings. This includes identifying and booking meeting space, ordering refreshments, preparing agendas, and other related materials.
Contribute to various special projects.
Manage student reference letter requests for Deputy Deans.
Coordinate with Deputy Dean of Curriculum and Academic Programs and Harris School Registrar to maintain the School’s teaching spreadsheet.
Manage expense reports (GEMS/Concur), order books and supplies, process reimbursements and process department payable invoices (Oracle Procurement).
Provide administrative assistance to school-wide faculty committees, as needed.
Provide administrative assistance to other faculty leadership, as needed.
Provide 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.
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.
Perform 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).
Work Experience:
Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
Preferred Qualifications
Education:
Bachelor's degree.
Preferred Competencies
Strong written communication skills.
Ability to tailor communications to a variety of audiences (faculty, students, staff, external stakeholders).
Ability to work independently, problem-solve, and manage multiple, concurrent tasks.
Ability to exercise considerable discretion and judgment.
Excellent organization skills and attention to details.
High level of professionalism and the ability to maintain confidentiality.
Demonstrated time management and project management skills.
Excellent computer skills including proficiency with Microsoft Office, Excel, Adobe Acrobat.
Considerable skill in working both independently and as a team member.
Ability to use appropriate resources to resolve an issue.
Ability to take initiative, organize, and complete projects with minimal supervision.
Working Conditions
Hybrid work schedule.
Application Documents:
Resume/CV (required)
Cover Letter (required)
References (3) (required)
Writing sample (preferred, but optional)
When applying, the document(s)
MUST
be uploaded via the
My Experience
page, in the section titled
Application Documents
of the application.
Job FamilyAdministration & Management
Role ImpactIndividual Contributor
FLSA StatusExempt
Pay FrequencyMonthly
Scheduled Weekly Hours37.5
Benefits EligibleYes
Drug Test RequiredNo
Health Screen RequiredNo
Motor Vehicle Record Inquiry RequiredNo
Posting StatementThe 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.
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DepartmentHarris School Faculty and Academic Affairs
About the DepartmentWhy Policy? For a better world. Why Harris Public Policy? Because when it comes to better policymaking, evidence matters. We work at the frontiers of data collection and analysis, using the latest technology and social science methods to design policies that work for society. We conduct rigorous inquiry in an environment of innovation and risk-taking. We collaborate across the private, public, and nonprofit sectors, adopting new methodologies to drive better solutions. We engage with our city, our world, and our leaders every day to evaluate and test our ideas. And we lead with our passion for driving social change, knowing that passion alone does not equal impact.
Job SummaryReporting to the Deputy Dean of Academic Programs and Deputy Dean for Faculty Research of the Harris School of Public Policy, the Executive Assistant will oversee and provide communication, task prioritization, project management, and complex administrative support to the Deputy Deans. The Executive Assistant plays a critical role in ensuring a smooth and efficient operation. This position requires a highly organized, proactive, and detail-oriented individual who can manage a variety of administrative tasks while maintaining a high level of professionalism and confidentiality. The Executive Assistant will act as a key liaison between the Deputy Dean and internal/external stakeholders, manage complex schedules, and support various strategic initiatives within the department.
Responsibilities
Provide high-level administrative support for the Deputy Dean of Academic Programs and Deputy Dean for Faculty and Research. This includes, but is not limited to: coordinating daily schedules, maintaining calendars, scheduling meetings, and arranging travel.
Plan and organize internal and external meetings. This includes identifying and booking meeting space, ordering refreshments, preparing agendas, and other related materials.
Contribute to various special projects.
Manage student reference letter requests for Deputy Deans.
Coordinate with Deputy Dean of Curriculum and Academic Programs and Harris School Registrar to maintain the School’s teaching spreadsheet.
Manage expense reports (GEMS/Concur), order books and supplies, process reimbursements and process department payable invoices (Oracle Procurement).
Provide administrative assistance to school-wide faculty committees, as needed.
Provide administrative assistance to other faculty leadership, as needed.
Provide 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.
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.
Perform 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).
Work Experience:
Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
Preferred Qualifications
Education:
Bachelor's degree.
Preferred Competencies
Strong written communication skills.
Ability to tailor communications to a variety of audiences (faculty, students, staff, external stakeholders).
Ability to work independently, problem-solve, and manage multiple, concurrent tasks.
Ability to exercise considerable discretion and judgment.
Excellent organization skills and attention to details.
High level of professionalism and the ability to maintain confidentiality.
Demonstrated time management and project management skills.
Excellent computer skills including proficiency with Microsoft Office, Excel, Adobe Acrobat.
Considerable skill in working both independently and as a team member.
Ability to use appropriate resources to resolve an issue.
Ability to take initiative, organize, and complete projects with minimal supervision.
Working Conditions
Hybrid work schedule.
Application Documents:
Resume/CV (required)
Cover Letter (required)
References (3) (required)
Writing sample (preferred, but optional)
When applying, the document(s)
MUST
be uploaded via the
My Experience
page, in the section titled
Application Documents
of the application.
Job FamilyAdministration & Management
Role ImpactIndividual Contributor
FLSA StatusExempt
Pay FrequencyMonthly
Scheduled Weekly Hours37.5
Benefits EligibleYes
Drug Test RequiredNo
Health Screen RequiredNo
Motor Vehicle Record Inquiry RequiredNo
Posting StatementThe 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.
#J-18808-Ljbffr