The University of Chicago
Executive Assistant
The University of Chicago, Chicago, Illinois, United States, 60290
Department
ISAC: Administrative Staff
About the Department
The Institute for the Study of Ancient Cultures was founded in 1919 by James Henry Breasted with the financial support of John D. Rockefeller Jr., and was originally envisaged as a research laboratory for the investigation of the early human career that would trace humankind’s progress from the most ancient days of West Asia and North Africa. The goal of the Institute for the Study of Ancient Cultures is to be the world’s leading center for the study of the ancient civilizations of West Asia and North Africa by combining innovation in theory, methodology, and significant empirical discovery with the highest standards of rigorous scholarship.The Institute for the Study of Ancient Cultures Museum was opened to the public in 1931. The majority of ISAC's collections are from its expeditions in West Asia and North Africa during the 1920s, 1930s, and 1940s. A major reinstallation of the Museum, including the construction of a climate-controlled wing for housing collections and archives, took place in the 1990s and early 2000s. A complete renovation of the Museum was completed in 2019 in celebration of ISAC's centennial. The Institute for the Study of Ancient Cultures is a unit within the University of Chicago and the name of the corporation is the 'University of Chicago. The corporation was originally incorporated on September 10, 1890.
Job Summary
The Institute for the Study of Ancient Cultures (ISAC) at The University of Chicago is seeking an experienced Executive Assistant to support the ISAC Director and provide support for critical administrative functions of the Institute. The Executive Assistant will provide high-level support to the ISAC Director and leadership team while independently managing multiple administrative tasks. The individual must be able to provide a wide variety of exceptional strategic support and project assistance including scheduling and coordinating high-priority meetings, organizing meetings and workshops, running special events, and maintaining calendars, while upholding confidentiality and exercising discretion in handling sensitive matters.The Executive Assistant also provides administrative support to the ISAC Finance Office and will utilize University platforms (Oracle, Workday, GEMS/Concur) and will serve as a liaison to ISAC and the University regarding the full account payable (A/P) cycle including Purchasing/Procurement, payments, and onboarding of external independent contractors. Our unit follows a hybrid work structure that allows for one day of remote work per week, and four days per week on-site.ResponsibilitiesProvides administrative support for the ISAC Director. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from Director's office.Manages ISAC Director’s calendars and schedules, and travel arrangements.Plans and organizes internal and external meetings. This will include identifying and booking meeting space, ordering refreshments, preparing agendas, minutes, and other related materials.Coordinates special projects as directed by the ISAC Director and leadership team. Prepares write-ups for recommendations for operational and administrative problems. Manages a portion of the Director's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.Prepares special reports and summaries, assists in managing daily operations of the office, and may assist in developing administrative goals and policies.Handles numerous department administrative tasks such as managing expense reports (GEMS/Concur), ordering supplies and processing reimbursements and processing of department payable invoices (Oracle Procurement) and assist with the processing of external contractors.Develops good working relationships with administrative staff in addition to supporting faculty, staff, and external partners.Provides office management through conference room management, ensuring all office materials are stocked, and providing facilities (space) support to all departmental staff.Provides event planning organization by ordering and setting up catering, travel organization for guests, room reservation management for meeting halls and classrooms, creating travel dossiers and on-campus itineraries, coordinating on the day of the event, and reimbursement and bill payment.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.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 7+ years of work experience in a related job discipline.---Certifications:---Preferred QualificationsEducation:High school diploma.Technical Skills or Knowledge:Excellent computer skills including advanced Microsoft Office Suite (latest available version); advanced skills in PowerPoint and Adobe Acrobat; experience with both PC and Mac; proofreading, editing and advanced writing and grammar skills.Some experience with University of Chicago administrative and financial systems is preferred. This includes Oracle Procurement, GEMS/Concur, and others.Preferred CompetenciesStrong oral and written communication skills.Professionally interact with researchers, funders, and other key external stakeholders.Work independently, problem solve, and manage multiple, concurrent tasks.Exercise considerable discretion and judgment.Excellent organization skills and attention to detail.Demonstrated time management and project management skills with a success in roles requiring execution of multiple tasks while responding to multiple priorities with little supervision.Working ConditionsOffice setting.Eligible for hybrid work 1 day/week based on business needs and the demands of specific tasks. Working from the office is encouraged for tasks that require a high degree of collaboration.Application DocumentsResume/CV (required)Cover Letter (required)3 References 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. 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.
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ISAC: Administrative Staff
About the Department
The Institute for the Study of Ancient Cultures was founded in 1919 by James Henry Breasted with the financial support of John D. Rockefeller Jr., and was originally envisaged as a research laboratory for the investigation of the early human career that would trace humankind’s progress from the most ancient days of West Asia and North Africa. The goal of the Institute for the Study of Ancient Cultures is to be the world’s leading center for the study of the ancient civilizations of West Asia and North Africa by combining innovation in theory, methodology, and significant empirical discovery with the highest standards of rigorous scholarship.The Institute for the Study of Ancient Cultures Museum was opened to the public in 1931. The majority of ISAC's collections are from its expeditions in West Asia and North Africa during the 1920s, 1930s, and 1940s. A major reinstallation of the Museum, including the construction of a climate-controlled wing for housing collections and archives, took place in the 1990s and early 2000s. A complete renovation of the Museum was completed in 2019 in celebration of ISAC's centennial. The Institute for the Study of Ancient Cultures is a unit within the University of Chicago and the name of the corporation is the 'University of Chicago. The corporation was originally incorporated on September 10, 1890.
Job Summary
The Institute for the Study of Ancient Cultures (ISAC) at The University of Chicago is seeking an experienced Executive Assistant to support the ISAC Director and provide support for critical administrative functions of the Institute. The Executive Assistant will provide high-level support to the ISAC Director and leadership team while independently managing multiple administrative tasks. The individual must be able to provide a wide variety of exceptional strategic support and project assistance including scheduling and coordinating high-priority meetings, organizing meetings and workshops, running special events, and maintaining calendars, while upholding confidentiality and exercising discretion in handling sensitive matters.The Executive Assistant also provides administrative support to the ISAC Finance Office and will utilize University platforms (Oracle, Workday, GEMS/Concur) and will serve as a liaison to ISAC and the University regarding the full account payable (A/P) cycle including Purchasing/Procurement, payments, and onboarding of external independent contractors. Our unit follows a hybrid work structure that allows for one day of remote work per week, and four days per week on-site.ResponsibilitiesProvides administrative support for the ISAC Director. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from Director's office.Manages ISAC Director’s calendars and schedules, and travel arrangements.Plans and organizes internal and external meetings. This will include identifying and booking meeting space, ordering refreshments, preparing agendas, minutes, and other related materials.Coordinates special projects as directed by the ISAC Director and leadership team. Prepares write-ups for recommendations for operational and administrative problems. Manages a portion of the Director's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.Prepares special reports and summaries, assists in managing daily operations of the office, and may assist in developing administrative goals and policies.Handles numerous department administrative tasks such as managing expense reports (GEMS/Concur), ordering supplies and processing reimbursements and processing of department payable invoices (Oracle Procurement) and assist with the processing of external contractors.Develops good working relationships with administrative staff in addition to supporting faculty, staff, and external partners.Provides office management through conference room management, ensuring all office materials are stocked, and providing facilities (space) support to all departmental staff.Provides event planning organization by ordering and setting up catering, travel organization for guests, room reservation management for meeting halls and classrooms, creating travel dossiers and on-campus itineraries, coordinating on the day of the event, and reimbursement and bill payment.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.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 7+ years of work experience in a related job discipline.---Certifications:---Preferred QualificationsEducation:High school diploma.Technical Skills or Knowledge:Excellent computer skills including advanced Microsoft Office Suite (latest available version); advanced skills in PowerPoint and Adobe Acrobat; experience with both PC and Mac; proofreading, editing and advanced writing and grammar skills.Some experience with University of Chicago administrative and financial systems is preferred. This includes Oracle Procurement, GEMS/Concur, and others.Preferred CompetenciesStrong oral and written communication skills.Professionally interact with researchers, funders, and other key external stakeholders.Work independently, problem solve, and manage multiple, concurrent tasks.Exercise considerable discretion and judgment.Excellent organization skills and attention to detail.Demonstrated time management and project management skills with a success in roles requiring execution of multiple tasks while responding to multiple priorities with little supervision.Working ConditionsOffice setting.Eligible for hybrid work 1 day/week based on business needs and the demands of specific tasks. Working from the office is encouraged for tasks that require a high degree of collaboration.Application DocumentsResume/CV (required)Cover Letter (required)3 References 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. 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