This position is responsible for providing exceptional customer service to students, faculty, staff and visitors to the deanâ™s suite. This position independently handles a diverse range of administrative tasks to coordinate unitâ™s day-to-day operations and coordinates special events and seminars under the supervision of senior staff. The individual who holds this position must exhibit professionalism and exemplify the Institute for Molecular Engineeringâ™s mission, vision, and values, acting in accordance with University of Chicago policies and procedures.
As the first point of contact in the deanâ™s suite, represents the IME in a professional manner and provides friendly and exceptional customer service to callers, faculty, staff, students, and visitors.
Performs a variety of administrative tasks for day-to-day operations of the unit: maintains and orders office and kitchen supplies, maintains deanâ™s suite office space, request repairs for photocopiers and stocks with paper, disseminates seminar announcements, and assists with visitors and meeting setups.
Coordinates IME special events and the distinguished seminar series.
Provides administrative, meeting and event coordination support to assigned Sr. Associate Dean and Directors.
Serves as a liaison with other units on campus.
Apprises appropriate person, when urgent matters arise.
May assist with developing administrative efficiencies.
May assist with the updating of the IME website.
Performs other duties as assigned.
Ability to handle sensitive and confidential situations and information with absolute discretion required.
Ability to work in open, public space and interact with the public required.
Strong organizational and scheduling skills combined with an attention to detail required.
Proven effective experience as a problem-solver in an administrative assistant/coordinator (or similar) role required.
Excellent interpersonal, verbal, written, grammatical and basic math skills required.
Demonstrated ability to coordinate special events and logistics for complex meetings required.
Demonstrated ability to take initiative and adapt to a dynamic environment required.
Ability to maintain calm and courteous demeanor and to work productively despite competing priorities, complex problems, and tight deadlines required.
Strong organizational and time-management skills with the ability to prioritize tasks required.
Ability to work both collegially on a team and independently required.
Must be able to take direction and anticipate logistical challenges required.
Ability to adapt to the needs of an international community, including cultural differences and language barriers required.
On occasion, must be available to provide administrative support outside of regularly scheduled work hours.
Education, Experience or Certifications:
Bachelor's degree with a minimum of three years of progressively responsible administrative experience OR
Minimum of five years of progressively responsible administrative experience is required.
Previous event and project support experience preferred.
Technical Knowledge or Skills:
Possess analytical skills sufficient to interpret and apply University and unit policies to proactively define potential problems and recognize possible solutions.
Intermediate experience with MS Office Suite (particularly Outlook, MS Word and MS Excel) and Adobe Acrobat, and ability to learn new software applications.
Familiarity with A/V equipment, videoconferencing and office equipment or strong desire to learn.
Reference Contact Information (3)
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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Internal Number: JR04628
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