This position will report directly to the Executive Director for Compliance & Internal Audit, while supporting both the Executive Director for Compliance & Internal Audit and the Executive Director of Risk Management when designated. This person will use good judgment and discretion in providing direct administrative support and serve as an integral part of the daily operations of both the Office of Compliance and Internal Audit, as well as the Office of Risk Management.
Performs complex and diverse administrative support.
Maintains the calendars of the Executive Directors including all meeting scheduling and adjustments, exercising considerable discretion and judgment as to priorities and effective use of their time including complex scheduling situations with senior University leaders or trustees using tact, diplomacy and exemplary judgment.
Coordinates scheduling for the Universityâ™s outsourced internal audit team.
Handles calls and correspondence, and represents the executives to internal and external constituencies.
Stays informed of activities relating to University programs and initiatives, apprising the executives of potential issues when deemed necessary and tracks critical deadlines.
Coordinates information flow from executivesâ™ office, representing them to other University executives, other University offices and outside agencies, including auditors, insurance brokers, hotline vendors, etc.
Initiates routine and non-routine correspondence and other written materials.
Provides assistance in the compilation of materials needed for applicable Board of Trusteesâ™ committee(s), the Integrated Enterprise Risk Management and Compliance Committee, and other key committees and governing boards.
Coordinates meeting logistics, including agenda development, meeting materials and distribution, attendance, audio visual, room reservations, committee staffing, and catering needs.
Assists in taking meeting notes or drafting minutes.
Manages the daily operations of a small office, primarily in the areas of on-boarding, processing invoices, purchasing of supplies, processing reimbursements, and maintaining the physical office space.
Using various relevant information sources and synthesizing information, prepares special reports and summaries including financial and/or administrative reports.
Coordinates travel arrangements, including international travel, ensuring that all necessarymaterials, and supplies are assembled and itineraries are prepared.
Interprets requests and helps implement action, deciding whether executive should be notified of important or emergency matters.
Assists with management of the Universityâ™s Whistleblower Hotline and triaging intake.
Assists with monitoring budgets, tracking, and reconciliation.
May provide support to other colleagues as directed by the executives.
Manages special projects as directed by the executives.
Excellent verbal and written communication skills required.
Excellent interpersonal and customer service skills required.
Ability to handle sensitive and confidential situations and information with absolute discretion required.
Excellent organizational skills, ability to maintain files required.
Proficiency with word processing applications, preparing presentations, spreadsheets and databases required.
Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required.
Ability to exercise sound judgment and excellent problem-solving skills.
Attention to detail and proofreading skills.
Ability to exercise flexibility and contribute to the overall work of the team.
Considerable skill in working both independently and as a team member required.
Ability to take initiative required.
Ability and willingness to work non-traditional work hours in order to meet deadlines required.
Familiarity with legal compliance, risk, enterprise risk management, or internal audit preferred.
Familiarity with administration within a research university environment preferred.
Education, Experience or Certifications:
Bachelorâ™s degree preferred.
Bachelor's degree plus a minimum of two years progressively responsible administrative experience OR a minimum of five years of progressively responsible administrative experience required.
Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, Vizio, Box, and HP Photo or the equivalent) preferred.
Experience with governance, risk, compliance software or Registry Monitoring Insurance Services preferred.
Prior experience supporting legal, risk, internal audit, compliance, or University leadership preferred.
All required documents must be submitted to be considered for this position
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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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.
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Internal Number: JR04391
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