The University of Chicago
Executive Assistant to the Dean of the Divinity School
The University of Chicago, Chicago, Illinois, United States, 60290
Department
Divinity: Staff
About the Department
The University of Chicago Divinity School is a space and a community dedicated to some of the most important, most exhilarating, and most humbling questions of humanity. The School is animated by two impulses seldom found together: by the critical study of religious traditions, objects, and ideas, and by the implications of those traditions and ideas for how faith might be practiced, life might be lived, and community might be realized. The conjunction of these approaches in a Divinity School situated at the very center of one of the world’s great research universities has produced many scholars, teachers, leaders, and ideas that have had a profound effect upon the possibilities for thinking about religion, and thereby a profound effect upon the world. Read more at
https://divinity.uchicago.edu/ .
Job Summary
The Divinity School seeks a responsible, team-oriented, and versatile individual for the role of Executive Assistant to the Dean of the Divinity School. The Executive Assistant is expected to independently and confidentially manage multiple administrative tasks and projects with competing priorities and deadlines. A strong candidate will be proactive, flexible, resourceful, and thorough. The position requires absolute attention to detail, excellent organizational skills, strong emotional intelligence, and a high degree of diplomacy. This position reports to the Associate Dean for Academic Affairs and Strategic Initiatives with a dotted line to the Dean.ResponsibilitiesProvides high-level administrative support for the Dean of the Divinity School and proactively relieves the Dean of as much administrative detail as possible by efficiently and independently performing all duties.
Manages the Dean’s complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and optimal, effective use of the Dean’s time, acting as the gateway to and gatekeeper for the Dean, in line with the Dean’s stated preferences. Prioritizes planned and unexpected matters that require attention and decisions of the Dean. Interprets requests and implements action, deciding on whether the Dean should be notified of important or emergency matters.
Confirms all meetings, necessary materials, and meeting locations in advance. Reviews upcoming meetings and events weekly with the Dean.
Arranges complex and detailed travel plans, itineraries, and agendas; compiles documents for travel-related meetings; and coordinates with other personnel as appropriate.
Drafts, edits, and prepares presentations and communications including memos, letters, reports, and emails for own signature or for signature of the Dean.
Independently manages, oversees, and implements projects as directed by the Dean. Prepares and maintains sensitive project plans, budgets, and requirements often with deadline pressures. Tracks progress, solves problems, and provides regular updates to the Dean.
Maintains physical and electronic files and processes mail for the Dean.
Ensures appropriate handling of confidential material.
Prepares GEMS expense reports and submits purchase orders and invoices for payment for financial transactions related to the Dean's activities.
Greets, welcomes, and directs visitors to Swift Hall and to the Dean’s office.
Serves as the first point of contact for incoming phone calls to the Divinity School’s main telephone line.
Receives and resolves both routine and complex inquiries. Receives and investigates issues or questions needing a response from the Dean.
Coordinates information flow from the Dean's office, triaging emails and telephone calls for action and follow-up as appropriate to ensure complete and timely responses.
Effectively and professionally communicates with a broad range of individuals internal as well as external to the University. Facilitates communications with and disseminates information to faculty, students, and staff within the Divinity School.
Collaborates with Dean’s senior staff on a wide range of priorities, projects, and tasks in support of the Dean. Attends weekly senior staff meeting, monthly administrative staff meetings, and regularly scheduled faculty meetings.
Works closely with the Senior Associate Dean for Finance and Administration on administrative and operational department tasks.
Works closely with the Associate Dean for Academic Affairs and Strategic Initiatives on administrative items related to faculty recruitment; coordinates schedules and itineraries for visitors. Also works on administrative items related to conferences and special events, including booking hotel rooms, managing invitations and RSVPs, paying invoices, and processing honoraria and travel expenses.
Exercises independent judgment, operates at all times with the highest level of discretion, and maintains strict confidentiality across a wide range of issues and items, including personnel and financial matters, as well as unique situations.
Coordinates special projects as assigned.
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).---Work Experience:
Minimum requirements include knowledge and skills developed through 10+ years of work experience in a related job discipline.---Certifications:---Preferred QualificationsEducation:Bachelor’s degree.
Experience:Working knowledge of an academic unit and/or complex research university environment.
Experience working in a higher education setting.
Experience composing written communications and editing and proofreading material written by others.
Experience working in a collaborative, team-oriented setting.
Technical Skills or Knowledge:Strong technical skills evidenced by proficiency in common office software applications (e.g., Outlook, Word, Excel, PowerPoint, Adobe Acrobat, Box/Google Docs, Teams/Slack).
Familiarity with both Windows and Macintosh environments.
Experience scheduling and coordinating virtual meetings using platforms such as Zoom.
Preferred CompetenciesExcellent oral and written communication skills, including ability to talk and work effectively with the Dean.
Ability to anticipate and then work to meet the needs of the Dean.
Excellent interpersonal and customer service skills. Ability to handle public contacts with courtesy, clarity, and diplomacy.
Ability to handle sensitive and confidential situations and information with absolute discretion.
Strong emotional intelligence and ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, frequent interruptions, and tight deadlines.
Ability to learn and process quickly in a fast-paced environment.
Ability to multi-task and track multiple simultaneous projects.
Excellent problem-solving skills.
Ability to use appropriate resources to resolve an issue.
Ability to follow an issue through to resolution.
Considerable skill in working both independently and as a team member.
Ability to take initiative and organize and complete projects with minimal supervision.
High level of collegiality and professionalism in working with faculty, staff, students, alumni, donors, trustees, and departmental and university administrators.
High level of hospitality in receiving and welcoming visitors to the Dean’s office, including faculty, alumni, administrators, vendors, service providers, and current and prospective students.
Ability to run occasional errands on campus.
Ability to assist with room set-ups when needed (e.g., setting out chairs).
Working ConditionsIn-person, office-based role on Hyde Park campus.
Front desk reception workstation in open plan office environment.
Application DocumentsResume (required)
Cover letter describing why the applicant is interested in and qualified for this specific position (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. 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.
#J-18808-Ljbffr
Divinity: Staff
About the Department
The University of Chicago Divinity School is a space and a community dedicated to some of the most important, most exhilarating, and most humbling questions of humanity. The School is animated by two impulses seldom found together: by the critical study of religious traditions, objects, and ideas, and by the implications of those traditions and ideas for how faith might be practiced, life might be lived, and community might be realized. The conjunction of these approaches in a Divinity School situated at the very center of one of the world’s great research universities has produced many scholars, teachers, leaders, and ideas that have had a profound effect upon the possibilities for thinking about religion, and thereby a profound effect upon the world. Read more at
https://divinity.uchicago.edu/ .
Job Summary
The Divinity School seeks a responsible, team-oriented, and versatile individual for the role of Executive Assistant to the Dean of the Divinity School. The Executive Assistant is expected to independently and confidentially manage multiple administrative tasks and projects with competing priorities and deadlines. A strong candidate will be proactive, flexible, resourceful, and thorough. The position requires absolute attention to detail, excellent organizational skills, strong emotional intelligence, and a high degree of diplomacy. This position reports to the Associate Dean for Academic Affairs and Strategic Initiatives with a dotted line to the Dean.ResponsibilitiesProvides high-level administrative support for the Dean of the Divinity School and proactively relieves the Dean of as much administrative detail as possible by efficiently and independently performing all duties.
Manages the Dean’s complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and optimal, effective use of the Dean’s time, acting as the gateway to and gatekeeper for the Dean, in line with the Dean’s stated preferences. Prioritizes planned and unexpected matters that require attention and decisions of the Dean. Interprets requests and implements action, deciding on whether the Dean should be notified of important or emergency matters.
Confirms all meetings, necessary materials, and meeting locations in advance. Reviews upcoming meetings and events weekly with the Dean.
Arranges complex and detailed travel plans, itineraries, and agendas; compiles documents for travel-related meetings; and coordinates with other personnel as appropriate.
Drafts, edits, and prepares presentations and communications including memos, letters, reports, and emails for own signature or for signature of the Dean.
Independently manages, oversees, and implements projects as directed by the Dean. Prepares and maintains sensitive project plans, budgets, and requirements often with deadline pressures. Tracks progress, solves problems, and provides regular updates to the Dean.
Maintains physical and electronic files and processes mail for the Dean.
Ensures appropriate handling of confidential material.
Prepares GEMS expense reports and submits purchase orders and invoices for payment for financial transactions related to the Dean's activities.
Greets, welcomes, and directs visitors to Swift Hall and to the Dean’s office.
Serves as the first point of contact for incoming phone calls to the Divinity School’s main telephone line.
Receives and resolves both routine and complex inquiries. Receives and investigates issues or questions needing a response from the Dean.
Coordinates information flow from the Dean's office, triaging emails and telephone calls for action and follow-up as appropriate to ensure complete and timely responses.
Effectively and professionally communicates with a broad range of individuals internal as well as external to the University. Facilitates communications with and disseminates information to faculty, students, and staff within the Divinity School.
Collaborates with Dean’s senior staff on a wide range of priorities, projects, and tasks in support of the Dean. Attends weekly senior staff meeting, monthly administrative staff meetings, and regularly scheduled faculty meetings.
Works closely with the Senior Associate Dean for Finance and Administration on administrative and operational department tasks.
Works closely with the Associate Dean for Academic Affairs and Strategic Initiatives on administrative items related to faculty recruitment; coordinates schedules and itineraries for visitors. Also works on administrative items related to conferences and special events, including booking hotel rooms, managing invitations and RSVPs, paying invoices, and processing honoraria and travel expenses.
Exercises independent judgment, operates at all times with the highest level of discretion, and maintains strict confidentiality across a wide range of issues and items, including personnel and financial matters, as well as unique situations.
Coordinates special projects as assigned.
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).---Work Experience:
Minimum requirements include knowledge and skills developed through 10+ years of work experience in a related job discipline.---Certifications:---Preferred QualificationsEducation:Bachelor’s degree.
Experience:Working knowledge of an academic unit and/or complex research university environment.
Experience working in a higher education setting.
Experience composing written communications and editing and proofreading material written by others.
Experience working in a collaborative, team-oriented setting.
Technical Skills or Knowledge:Strong technical skills evidenced by proficiency in common office software applications (e.g., Outlook, Word, Excel, PowerPoint, Adobe Acrobat, Box/Google Docs, Teams/Slack).
Familiarity with both Windows and Macintosh environments.
Experience scheduling and coordinating virtual meetings using platforms such as Zoom.
Preferred CompetenciesExcellent oral and written communication skills, including ability to talk and work effectively with the Dean.
Ability to anticipate and then work to meet the needs of the Dean.
Excellent interpersonal and customer service skills. Ability to handle public contacts with courtesy, clarity, and diplomacy.
Ability to handle sensitive and confidential situations and information with absolute discretion.
Strong emotional intelligence and ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, frequent interruptions, and tight deadlines.
Ability to learn and process quickly in a fast-paced environment.
Ability to multi-task and track multiple simultaneous projects.
Excellent problem-solving skills.
Ability to use appropriate resources to resolve an issue.
Ability to follow an issue through to resolution.
Considerable skill in working both independently and as a team member.
Ability to take initiative and organize and complete projects with minimal supervision.
High level of collegiality and professionalism in working with faculty, staff, students, alumni, donors, trustees, and departmental and university administrators.
High level of hospitality in receiving and welcoming visitors to the Dean’s office, including faculty, alumni, administrators, vendors, service providers, and current and prospective students.
Ability to run occasional errands on campus.
Ability to assist with room set-ups when needed (e.g., setting out chairs).
Working ConditionsIn-person, office-based role on Hyde Park campus.
Front desk reception workstation in open plan office environment.
Application DocumentsResume (required)
Cover letter describing why the applicant is interested in and qualified for this specific position (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. 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.
#J-18808-Ljbffr