The University of Chicago
Executive Assistant
The University of Chicago, Chicago, Illinois, United States, 60290
Department:
OLC Administrative Staff
About the Department:
The University's Office of Legal Counsel provides legal advice and representation to all units of the University under the direction and oversight of Kim Taylor, the Vice President and General Counsel. The Office of Legal Counsel is responsible for providing advice and services to University officials on a very broad set of legal issues associated with the University’s activities, including transactional and intellectual property matters, policy formulation and compliance, employment and student issues, and dispute resolution. It represents the University’s interests in administrative and judicial proceedings and advises University officials in establishing and maintaining relationships with regulatory and other governmental entities and establishing and maintaining related compliance policies and protocols.
Job Summary:The Executive Assistant for the Office of Legal Counsel will provide specialized, complex, and confidential support to the Vice President and General Counsel, coordinate administrative staff in the Office of Legal Counsel, and provide back-up administrative assistance to the Office of Legal Counsel as needed. This position requires a highly functioning administrative professional with excellent attention to detail, the ability to manage multiple priorities using discretion, diplomacy, and exemplary judgment. This position may involve opportunities for growth in various areas related to matters that come into the Office of Legal Counsel, including responsibilities for paralegal-like functions.
Responsibilities:
Manage the day-to-day administrative activities for the Vice President and General Counsel.
Relieve the Vice President and General Counsel of as much administrative detail as possible by efficiently and independently performing all duties as required and any additional duties as requested.
Maintain the calendar as requested by the Vice President and General Counsel, scheduling meetings and exercising considerable discretion and judgment as to priorities and effective use of time.
Work collaboratively with all attorneys, office administrator, and administrative personnel serving other attorneys to ensure that the Office of Legal Counsel operates efficiently and effectively as a team.
Ensure that the Vice President and General Counsel is prepared at all times with meeting materials and presentations, pertinent information and/or data, and travel itineraries.
Manage legal file maintenance, presentation/document creation, information dissemination, processing reimbursements, and maintaining the physical office space.
Coordinate meeting logistics, meeting materials and distribution, room reservations, and catering needs.
Arrange travel and reconcile expenses.
Create and disseminate well-formatted documents as required. Proofread and edit correspondence, reports, and other materials for accuracy.
Provide back-up administrative assistance to the Office of Legal Counsel as needed.
Become familiar with the key clients and personnel of the other functions within the organization and recognize the need to react and re-prioritize as necessary in sensitive situations. Interact with clients in a competent, friendly, and discrete manner.
Assist in the processing of subpoenas.
Assist in the processing of University housing loans.
Track outside counsel engagement letters, billing rates, and invoices and manage payment of invoices through the Office of Legal Counsel’s Tracker software billing system.
Serve as the Human Resources liaison for the Office of Legal Counsel, which involves the coordination of staff in the Office of Legal Counsel.
Procure and ensure availability of supplies, technology, and space.
Create efficient administrative procedures and continually look for opportunities to recommend and make improvements.
Work collaboratively and effectively with administrative staff from other units in the University.
Provide confidential and high-level administrative support for a leader. Stay informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinate information flow from the leader's office to the University. May staff Board of Directors meetings. Relieve leaders of administrative responsibilities.
Prepare special reports and summaries, assist in managing the daily operation of the office, and may assist in developing administrative goals and policies. Maintain the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
Coordinate special projects as directed by the leader. Prepare write-ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepare 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 a 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:
None specified.
Preferred Qualifications:Education:
Bachelor's degree.
Experience:
Knowledge and skills developed through 7+ years of work experience in a related job discipline. Familiarity with central administration within a complex research university environment.
Technical Skills or Knowledge:
Advanced level proficiency in Microsoft Word, Excel, and PowerPoint.
Preferred Competencies:
Excellent oral and written communication skills.
Excellent interpersonal and customer service skills.
Handle public and client contact with courtesy, clarity, patience, and diplomacy.
Handle sensitive and confidential situations and information with absolute discretion.
Maintain calm and courteous demeanor and work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Excellent problem-solving skills.
Use appropriate resources to resolve an issue.
Follow an issue through to resolution.
Considerable skill in working both independently and as a team member.
Take initiative and organize and complete projects with minimal supervision.
Working Conditions:
Office environment.
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.
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.
The University of Chicago's Annual Security & Fire Safety 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.
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OLC Administrative Staff
About the Department:
The University's Office of Legal Counsel provides legal advice and representation to all units of the University under the direction and oversight of Kim Taylor, the Vice President and General Counsel. The Office of Legal Counsel is responsible for providing advice and services to University officials on a very broad set of legal issues associated with the University’s activities, including transactional and intellectual property matters, policy formulation and compliance, employment and student issues, and dispute resolution. It represents the University’s interests in administrative and judicial proceedings and advises University officials in establishing and maintaining relationships with regulatory and other governmental entities and establishing and maintaining related compliance policies and protocols.
Job Summary:The Executive Assistant for the Office of Legal Counsel will provide specialized, complex, and confidential support to the Vice President and General Counsel, coordinate administrative staff in the Office of Legal Counsel, and provide back-up administrative assistance to the Office of Legal Counsel as needed. This position requires a highly functioning administrative professional with excellent attention to detail, the ability to manage multiple priorities using discretion, diplomacy, and exemplary judgment. This position may involve opportunities for growth in various areas related to matters that come into the Office of Legal Counsel, including responsibilities for paralegal-like functions.
Responsibilities:
Manage the day-to-day administrative activities for the Vice President and General Counsel.
Relieve the Vice President and General Counsel of as much administrative detail as possible by efficiently and independently performing all duties as required and any additional duties as requested.
Maintain the calendar as requested by the Vice President and General Counsel, scheduling meetings and exercising considerable discretion and judgment as to priorities and effective use of time.
Work collaboratively with all attorneys, office administrator, and administrative personnel serving other attorneys to ensure that the Office of Legal Counsel operates efficiently and effectively as a team.
Ensure that the Vice President and General Counsel is prepared at all times with meeting materials and presentations, pertinent information and/or data, and travel itineraries.
Manage legal file maintenance, presentation/document creation, information dissemination, processing reimbursements, and maintaining the physical office space.
Coordinate meeting logistics, meeting materials and distribution, room reservations, and catering needs.
Arrange travel and reconcile expenses.
Create and disseminate well-formatted documents as required. Proofread and edit correspondence, reports, and other materials for accuracy.
Provide back-up administrative assistance to the Office of Legal Counsel as needed.
Become familiar with the key clients and personnel of the other functions within the organization and recognize the need to react and re-prioritize as necessary in sensitive situations. Interact with clients in a competent, friendly, and discrete manner.
Assist in the processing of subpoenas.
Assist in the processing of University housing loans.
Track outside counsel engagement letters, billing rates, and invoices and manage payment of invoices through the Office of Legal Counsel’s Tracker software billing system.
Serve as the Human Resources liaison for the Office of Legal Counsel, which involves the coordination of staff in the Office of Legal Counsel.
Procure and ensure availability of supplies, technology, and space.
Create efficient administrative procedures and continually look for opportunities to recommend and make improvements.
Work collaboratively and effectively with administrative staff from other units in the University.
Provide confidential and high-level administrative support for a leader. Stay informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinate information flow from the leader's office to the University. May staff Board of Directors meetings. Relieve leaders of administrative responsibilities.
Prepare special reports and summaries, assist in managing the daily operation of the office, and may assist in developing administrative goals and policies. Maintain the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
Coordinate special projects as directed by the leader. Prepare write-ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepare 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 a 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:
None specified.
Preferred Qualifications:Education:
Bachelor's degree.
Experience:
Knowledge and skills developed through 7+ years of work experience in a related job discipline. Familiarity with central administration within a complex research university environment.
Technical Skills or Knowledge:
Advanced level proficiency in Microsoft Word, Excel, and PowerPoint.
Preferred Competencies:
Excellent oral and written communication skills.
Excellent interpersonal and customer service skills.
Handle public and client contact with courtesy, clarity, patience, and diplomacy.
Handle sensitive and confidential situations and information with absolute discretion.
Maintain calm and courteous demeanor and work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Excellent problem-solving skills.
Use appropriate resources to resolve an issue.
Follow an issue through to resolution.
Considerable skill in working both independently and as a team member.
Take initiative and organize and complete projects with minimal supervision.
Working Conditions:
Office environment.
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.
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.
The University of Chicago's Annual Security & Fire Safety 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.
#J-18808-Ljbffr