Job Description:

• Ensures effective leadership and implementation of board governance and activities related to the Laboratory Schools Board of Directors.

• Develops and oversees production of board materials for the Laboratory Schools Board of Directors and assists with the development and production of the materials for other boards and councils managed by the Office of the Secretary of the University.

• Monitor, maintain, and update digital databases, websites, directories, and document archives.

• Assists with the management, planning and implementation of the University Advisory Councils Program, including Advisory Councils staff meetings, and the Advisory Councils Chairs meetings hosted by the President.

• Oversees the agenda setting process for the Laboratory Schools Board of Directors, with a particular focus on governance matters, and assists with the agenda setting process for the Marine Biological Laboratory.  

• Attends and staffs meetings of the Marine Biological Laboratory Board, Laboratory Schools Board of Directors. This includes planning meeting logistics, taking minutes, ensuring the chairs of boards and committees are prepared, and other related tasks. 

• Ensure board members and other leaders are well prepared for meetings by creating executive briefings, talking points, and annotated agendas.

• Attends and works closely with the rest of the Office of the Secretary to implement tri-annual meetings of the University Board of Trustees.

• Manages Trustee engagement with students and works closely with the Office of Campus and Student Life to plan and implement the Student Perspectives Series and Trustee luncheons.

• Attends semi-annual meetings of the 14 Advisory Councils with a focus on how best to support and advance the work of the Advisory Councils.

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

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

• Prepares high-level briefings for the Vice President and Secretary of the University and the Office of the President on projects, boards, and councils related to the portfolio of the Office of the Secretary.

• As-assigned design projects, including signage, stationery, maps, invitations, seating cards, web graphics, letterhead, envelopes, and other print and digital products.

• Assists with high priority University events.

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

• Tracks and manages expense and budget information for the boards and councils within the portfolio.

• Supports pre- and post-event needs, including communications, event registration, RSVP tracking, and related activities. Performs related administrative tasks related to boards and councils, including assisting with mailing materials, scheduling meetings, etc.

• Collaborate with team members on a variety of special projects. Examples include performing research and generating reports; researching and ordering customized gifts to recognize exceptional board service; ordering branded materials for meetings; preparing memos and communications; staffing Trustees and other leaders for campus visits; etc.

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

• Coordinates events, researches logistics, assists with planning and preparing presentations, event outreach, and post-event write ups.

• Assists with other administrative projects as needed and acquire higher level guidance and skills.

• Performs other related work as needed.

Preferred Qualifications

Experience:

• Experience working with governing boards or development boards/councils.

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

• Familiarity with the University of Chicago.

Technical Skills or Knowledge:

• Competent in the Adobe Creative Cloud including Adobe Acrobat, Adobe InDesign, and Adobe Photoshop; willingness and ability to become highly skilled.

• Excellent knowledge of Word, Excel, and PowerPoint.

• Learn new software platforms of varying types.

Preferred Competencies

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

• Demonstrates exceptional interpersonal, organizational, and oral and written communication skills.

• Ability to lead by influence.

• Work under pressure on multiple projects with resilience, discretion, and diplomacy.

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

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

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

• Demonstrates flexibility and adaptability with the ability to work non-traditional hours as required to meet deadlines and accomplish tasks.

• Demonstrated project management experience and ability to think strategically.

• Possesses sound judgement and has excellent problem-solving skills, exhibiting professionalism in all business dealings and interactions.

Application Documents

• Resume/CV (required)

• Cover Letter (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.

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.

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.

Connections working at University of Chicago (UC)