Executive Assistant To Dean & Chief Of Staff

University Of Chicago Chicago , IL 60602

Posted 2 months ago

Please make sure to read the job posting in its entirety as it reflects both the University roles and responsibilities, followed by the specific description.

Department
35390 Harris Sch Pub Policy

About the Unit

Why Policy? For a better world. Why Harris Public Policy? Because when it comes to better policymaking, evidence matters. We work at the frontiers of data collection and analysis, using the latest technology and social science methods to design policies that work for society. We conduct rigorous inquiry in an environment of innovation and risk taking. We collaborate across the private, public, and nonprofit sectors, adopting new methodologies to drive better solutions. We engage with our city, our world, and our leaders every day to evaluate and test our ideas. And we lead with our passion for driving social change, knowing that passion alone does not equal impact.

Job Family

Administration & Management

Responsible for planning, directing, coordinating and managing daily operations individual organization units, clinical research facilities, centers or academic departments. Responsibilities are diverse and general in nature and may reflect more than one functional area.

Career Track and Job Level

Business Administrator

Manages the daily operations of an organizational unit within the University, primarily in the areas of financial, events, and support services management. May assist in developing and executing University's business plan. Develops and implements office procedures and policies and ensures compliance. Note that the M4 job level is restricted for Associate Deans (Chief of Staff for administrative units) and will reflect a direct reporting relationship into the Dean or Officer (limit one per unit). Business Administrators who report to the Deputy Dean or an AVP will either be aligned with the M3 job level, M2 job level, or transitioned into their respective functional area (i.e. IT, Communications).

P2: Requires knowledge and experience in own discipline; still acquiring higher-level knowledge and skills. Builds knowledge of the organization, processes and customers. Solves a range of straightforward problems. Analyzes possible solutions using standard procedures. Receives a moderate level of guidance and direction.

Role Impact

Individual Contributor

Responsibilities

The job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit.

  1. Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll, 2) Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects., 3) Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit., 4) Researches and analyzes data to create reports, and may create other reports for grants and contracts., 5) Performs other related work as needed.

Job Summary

Reporting to the Dean of the Harris School of Public Policy, the Executive Assistant oversees all administrative functions and manages special projects for the Office of the Dean. The Executive Assistant provides communication, task prioritization, project management, and complex administrative support to the Dean, serving as her principal aide on highly confidential matters and daily operations. Responsibilities include contributing to the preparation of reports, proposals, briefings, emails, and presentations; calendaring; prioritizing projects and workload; managing relationships with internal and external constituents; coordinating internal operations; managing special projects; and assisting in a multitude of tasks in support of the Dean.

Unit-specific Responsibilities

  1. Exercise considerable judgment as to the optimal use of the Dean's time, relieving her of administrative detail and projects
  2. Provide complex and confidential administrative assistance on the daily operations of the Dean's office such as managing the calendar and coordinating meetings
  3. Plan and manage selected special events and projects
  4. Oversee all logistical details of meetings and local, national, and international travel
  5. Act as a communications specialist for the Dean, preparing a wide variety correspondence for Harris, University, and external audiences; ensure appropriate handling of sensitive materials and information
  6. Ensure the Dean is prepared for meetings and other events by gathering relevant data, statistics, meeting materials, and other pertinent information
  7. Coordinate information flow, triaging emails and telephone calls for action and follow-up as appropriate
  8. Operate at the highest level of confidentiality regarding personnel and financial matters and deftly manage unique situations with discretion
  9. Act as a liaison between the Dean and other Harris and University executives and offices with tact, courtesy, and confidentiality

Unit-preferred Competencies

  1. Excellent verbal and written communication skills
  2. Excellent interpersonal and customer service skills
  3. Ability to build rapport with a wide range of internal and external partners and ability to facilitate collaboration across the organization
  4. Ability to handle public contacts with courtesy, clarity, and diplomacy
  5. Ability to handle sensitive and confidential situations and information with absolute discretion
  6. Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines
  7. Strong ability to track, prioritize among, and execute a variety of projects independently and expeditiously
  8. Strong organizational skills, superb attention to detail, and ability to comfortably navigate ambiguity and uncertainty
  9. Strong problem-solving skills
  10. Ability to use appropriate resources to resolve an issue
  11. Ability to follow an issue through to resolution
  12. Considerable skill in working both independently and as a team member
  13. Ability to take initiative, organize, and complete projects with minimal supervision
  14. Proficiency with word processing applications and spreadsheets

Education, Experience, and Certifications

Minimum requirements include a college or university degree in related field.

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Preferred Qualifications

Education:

  1. Bachelor's
  2. Master's

Experience

  1. Proficiency with Microsoft Office, Excel, and PowerPoint
  2. 2-5 years of project management experience
  3. Experience in support of a senior level team
  4. Proven success working with and understanding large and complex organizations, including ability to manage large projects that cross organizational or departmental lines in fast-paced, results-oriented environment

Required Documents

  1. Resume
  2. Cover letter
  3. References
  4. Writing sample

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.

FLSA Status

Exempt

Pay Frequency

Monthly

Pay Grade

Depends on Qualifications

Scheduled Weekly Hours
37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Date
2019-11-01-07:00

Remove from Posting On or Before
2020-05-01-07:00

Posting Statement

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 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: http://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.


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Executive Assistant To Dean & Chief Of Staff

University Of Chicago