Provides high-level administrative support for a Dean or Officer of the University. Proactively relieves the Dean or Officer of as much administrative detail as possible by efficiently and independently performing all duties. Manages the daily operations of the office, maintain files and processes mail for their executive. Drafts, edits, and prepares presentations and communications ensuring their executive is prepared with meetings materials and presentations, pertinent information and/or statistics.
Maintains the Dean or Officerâ™s complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the executiveâ™s time. Confirms all meetings, necessary materials, and meeting locations in advance. Reviews upcoming meetings and events weekly with their executive. Arranges complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Collaborates with Deanâ™s Office team, including Chief of Staff and Deanâ™s Office Administrator, on a wide range of priorities, projects, and tasks in support of the Dean. Coordinates special projects on a regular basis or as assigned.
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 Law School.
Ensures accuracy in the preparation or review of written materials, including Power Point presentations, proposals, charts, and other correspondence and special projects. Initiates correspondence and other written materials under own signature or for signature of the leader.
Updates and maintains Deanâ™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.
Regularly monitors and standardizes procedures to improve the efficiency of the Dean's office. May assist the Chief of Staff with developing Deanâ™s Office policies and procedures.
Resolves routine and complex inquiries. Receives and investigates issues or questions needing a response from the Dean.
Works closely with the Associate Dean for Administration on administrative and operational department tasks, including administrative items related to faculty recruitment.
Coordinates information flow between Deanâ™s Office and University departments and units. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary.
Exercises independent judgment, operates at all times with a high level of discretion, and maintains confidentiality across a wide range of issues and items.
May assist with management of a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
Performs other related work as needed.
10 years of progressive responsibility in administration or executive support.
Proven experience as an executive assistant or other relevant administrative support experience, including supporting faculty.
Experience working with in an academic unit and/or complex research university environment.
Experience working in a fast-paced, dynamic environment.
Familiarity with University of Chicago or higher education institutions.
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.
Work independently, take direction, and achieve consensus.
Edit and proofread documents at an advanced level.
Handle public contacts with courtesy, clarity, and diplomacy.
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, evening work, or weekend work, with notice.
Cover Letter (required)
References Contact Information (3)(preferred)
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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 the Applicant Inquiry Form.
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: 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.
Internal Number: JR10826
About University of Chicago (UC)
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.