Provides advanced, diversified, and confidential administrative support for one or more faculty members.
Coordinates information flow from faculty members to designated PME staff, University executives, University offices or outside agencies.
Initiates routine and non-routine correspondence and other written materials under own signature or on behalf of the faculty members.
Ensures accuracy in the preparation or review of written materials, including Power Point presentations, proposals, charts, and other correspondence and special projects.
Works with faculty members to determine work priorities and workflow to meet deadlines, while ensuring accuracy and timeliness of work.
Updates and maintains faculty memberâ™s CV, publication/bio sketch, and other information, as requested.
Triages emails and calls to the appropriate contact person, including follow ups as needed to ensure complete and timely responses.
Exercises a tailored approach and sound judgment to interpret and communicate office policies and procedures, including unique situations.
Maintains calendar, exercising considerable discretion and judgment as to priorities and effective use of faculty memberâ™s time.
Schedules and coordinates meetings and conferences ensuring the faculty member is prepared through compiling data, statistics, and other information and materials.
Coordinates complex travel arrangements (hotel and airline reservations; prepares itinerary) ensuring that all necessary files, materials, and supplies are assembled.
In coordination with PME Finance and Procurement, attends monthly meetings, manages a portion of the financial and budgetary activities, including preparing financial statements, reports, memos, invoices letters, and other documents.
Provides administrative support and serves as liaison for postdoctoral researchers, research staff, and students within the labs including submitting labs' requests for purchasing, reimbursements, and accounts payable.
Submits lab personnel and student HR requests (new hires, reappointments, termination, etc.) and in coordination with PME HR assists with onboarding of new members.
May occasionally provide backup administrative support for other faculty,
May also be asked to support and coordinate related to activities involving National lab, e.g., Argonne National Lab.
Performs other related work as needed.
Schedules and coordinates special meeting/event planning (manage all aspects of final preparations through the conclusion of the event).
Maintains familiarity with venues available on and off campus, special user-conditions, technological strengths and weaknesses, and departmental contacts.
Maintains familiarity and relationships with local vendors, ranges of services provided, and actively acquire and pursue knowledge of events industry standards and trends, nationally and internationally.
Prepares event expense summary and arranges for payment of all costs incurred.
Completes post event activity plan, including feedback received in vendor and event files and database.
Completes follow-up communications to attendees, speakers, vendors, and other stakeholders.
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports
Performs other related work as needed.
Bachelorâ™s Degree in related field with a minimum of seven years of progressively responsible administrative experience OR minimum of seven years of progressively responsible administrative experience.
Minimum requirements include knowledge and skills developed through seven years of work experience in a related job discipline.
Proven experience as an executive assistant or other relevant administrative support experience, including supporting faculty.Â
Must be result-oriented, have a high standard of excellence, exceptional planning, execution, analytical and judgment skills, strong analytical skills, and an outstanding commitment to and proven ability to advance an organization's priorities. â¯Â Â
Experience working with in an academic unit and/or complex research university environment.
Familiarity with Argonne National Laboratory and its unique partnership with the University preferred.
Excellent computer skills evidenced by proficiency in Outlook, Word, Excel, PowerPoint, Adobe Acrobat, and Box.
High level of collegiality in working with faculty, departmental and university administrators.
Demonstrated excellent written and oral communication skills.
Demonstrated time-management, proactive approach to problem-solving, organization and coordination skills to handle multiple, concurrent tasks with deadlines.
Excellent interpersonal skills including outstanding judgment, discretion, a strong ethical approach to decision-making and a demonstrated ability to resolve conflicts fairly and diplomatically, and ability to maintain confidentiality.
Ability to work independently, take direction, and achieve consensus.
Ability to edit and proofread documents at an advanced level.
Ability to handle public contacts with courtesy, clarity, and diplomacy.
Ability to maintain calm and courteous demeanor and to work productively and efficiently despite heavy workload, competing priorities, constant interruptions, complex problems, and tight deadlines.
Occasional extended work hours and some weekend days.
Cover Letter (required)
Writing Sample (required)
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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: JR10358
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