Job Description:

• Reporting to the Associate Vice President, the Associate Secretary of the University ensures that the Office of the Secretary provides strategic and operational support for the governance of the University.

• The Associate Secretary of the University will have a deep understanding of the Universityâ™s governing documents and will facilitate actions in accordance therewith.

• The Associate Secretary of the University will work closely with the Vice President and Secretary, and other staff as appropriate, to manage and implement meetings of the standing committees and the full Board, including production of advance meeting materials, presentations, Chair meeting materials, meeting summaries, and on-site attendance.

• Represents the Secretary and the Office of the Secretary in working effectively with stakeholders across campus as appropriate.

• The Associate Secretary of the University will develop and enhance strong relationships with colleagues in the schools and divisions, Office of the President, and Office of the Provost.

• The Associate Secretary of the University will serve as a main point of contact and support for one or more committee chairs, including coordination of scheduling with Trusteesâ™ offices, and preparing briefings and drafting remarks for Trustees.

• The Associate Secretary of the University will support the ongoing engagement of Trustees.

• Serves as primary contact between the Office of the Secretary and Alumni Relations and Development (ARD).

• Facilitates the election, orientation, and on-boarding of new Trustees.

• Develops and distributes Board communications as needed.

• Staffs various committees of the Board as determined.

• Occasionally assists with high priority Presidentâ™s Office and University events.

• The Associate Secretary of the University acts as project manager, strategist, and problem solver.

• Provides high-level advice and counsel to the Vice President and Secretary on matters related to the boards and councils, Trustee engagement, and priority projects.

• Prepares agendas for staff meetings and provides summaries of discussions and action items resulting from each meeting to attendees, with appropriate follow-up.

• Works collaboratively with staff at all levels across the University and with internal and external partners to ensure the success of projects and board activities that are of high priority and strategic importance to the Vice President and Secretary and the University.

• Provides high-level project management and strategic support for the Office of the Secretary.

• Communicates critical project updates and changes that require escalation to senior leadership.

• Prepares high-level briefings for the Office of the President on projects, boards, and councils related to the Associate Secretaryâ™s portfolio.

• Assumes additional responsibilities consistent with the changing needs of the office.

• Works independently to develop detailed work plans, schedules, project estimates, resource plans, and status reports. Assembles and leads a project team, assigns individual responsibilities, identifies appropriate resources needed, and develops schedules to ensure timely completion of projects.

• Acts as a resource and subject matter expert for project team and provides analytical guidance. Interprets complex project issues and provides analytical guidance to a project team.

• Performs other related work as needed.

Preferred Qualifications

Education:

• Advanced degree.

Experience:

• Experience with a board of trustees or board of directors, or direct experience with institutional governance.

• Experience working in higher education and a high-level executive setting.

• Familiarity with the University of Chicago.

Technical Skills or Knowledge:

• Excellent knowledge of Word, Excel, and PowerPoint.

• Excellent knowledge of the Adobe Creative Cloud including Adobe Acrobat, Adobe InDesign, and Adobe Photoshop.

Preferred Competencies

• Demonstrates ability to execute complex projects and ambitious objectives in an extremely fast-paced and sensitive environment.

• Demonstrates exceptional interpersonal skills.

• Excellent oral and written communication skills.

• Possesses excellent organizational skills.

• Demonstrates grace under pressure and can smoothly handle and/or diffuse a variety of situations and/or people.

• Maintains a calm and courteous demeanor while handling competing priorities, a heavy workload, complex problems and tight deadlines.

• Condenses complicated issues into simple summaries that can be understood by a variety of constituents.

• Exhibits professionalism in all business dealing and interactions.

• Manages sensitive and confidential situations and information with absolute discretion.

• Possesses highly effective managerial skills and ability to lead by influence.

• Demonstrated project management experience.

• Versatile and action oriented.

• Thinks strategically.

• Demonstrates flexibility and adaptability.

• Possesses sound judgement and has excellent problem-solving skills.

• Work non-traditional hours as required to meet deadlines and accomplish tasks.

Application Documents

• Resume (required)

• Cover Letter (required)

• References (required)

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.

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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.

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