Executive Administrator at The University of Chicago in Chicago, Illinois

Job Description:

Department



PSD Geophysical Sciences: Administration and Staff



About the Department



The mission of SEES (Synchrotron Earth and Environmental Science) is to advance research and education in synchrotron-based Earth and environmental science to better understand our planet from the atmosphere to the core, to address societally relevant problems, and to train the next generation of scientists. SEES manages NSF support for user facilities located at four DOE-operated US synchrotron facilities. SEES is hosted at the University of Chicago in partnership with five other universities: Stony Brook University, University of Illinois - Chicago, University of Minnesota, UC Santa Cruz, and Stanford.


The Department of the Geophysical Sciences at the University of Chicago provides a vibrant venue in which scientists carry out research across several broad subject areas that span the past, present, and future evolution of the Earth, its life, and its cosmic environment. The Department and SEES are committed to fostering an environment where individuals from all backgrounds can grow and become the unique scientists they wish to be.



Job Summary



The Executive Administrator performs a diverse range of routine and specialized assignments in support of SEES (Synchrotron Earth and Environmental Science), the synchrotron beamline management program directed by Andrew Campbell, Professor in the Department of the Geophysical Sciences. Plays a key role in managing administrative tasks related to scientific personnel, the SEES User Group, outreach and inclusion programs, finances, and communication. Creates structures to organize and coordinate high-level deliverables on the project. This position is eligible for a partially remote work schedule.



Responsibilities

• Serves as a liaison to the appropriate department administrator regarding administrative issues such as finances, academic personnel, and communications.
  
  


• Serves as the principal executive support person by reviewing emails, triaging issues, and assisting with identifying high priorities for follow up.
  
  


• Serves as the principal administrative support for outreach and inclusion programs and SEES User Group activities.
  
  


• Collaborates with SEES Executive Committee and Dean's office personnel to make sure that staff are hired and onboarded into the group.
  
  


• Drafts high-level communications such as memos, meeting invitations and agendas, meeting minutes, and proposals.
  
  


• Serves as the 'front line' for requests for information from all members of the organization.
  
  


• Serves as a point person for external partners and collaborators to answer routine questions and help follow up on outstanding items. Organizes events (both in person and virtual) such as meetings and workshops, including arranging travel, communicating with visitors, serving as the first point of contact, and preparing communication materials for the event.
  
  


• Provides high level administrative and project management support to SEES management including managing calendars, reading email and extracting tasks and managing responses, making purchases, assisting with reimbursements, and booking travel arrangements.
  
  


• Purchases necessary goods and services for grant supported work, following University policies and procedures and working closely with the financial administrator to ensure appropriate account allocation.
  
  


• Prepare materials for publication including editing, formatting, and ensuring all of the publication's requirements are met.
  
  


• Proofreading and collating documents for grant proposal submission, making sure there is consistency across the entire document(s), and submissions comply with agency requirements.
  
  


• Coordinates and manages travel itineraries including ensuring that the travel has been approved through the University's process, and assisting with visa-related processes and applications for international travel.
  
  


• Works with SEES staff to reconcile purchases and assisting with reimbursements for all research group members.
  
  


• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
  
  


• Has moderate/high levels of interactions with faculty, researchers and staff for committee work or information.
  
  


• Performs other related work as needed.
  
  

Minimum Qualifications




Education:

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

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Work Experience:

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

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Certifications:




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Preferred Qualifications




Experience:

• Progressively responsible administrative experience.
  
  


• Experience working in an academic or research institution.
  
  


• Windows and Macintosh proficient.
  
  


• Proficiency with expense reimbursement systems such as GEMS.
  
  


• Proficiency with word processing applications and spreadsheets.
  
  


• Experience coordinating virtual meetings using platforms such as Zoom.
  
  


• Experience writing and editing business communications
  
  

Technical Skills or Knowledge:

• Excellent verbal and written communication skills.
  
  


• Ability to multi-task and track multiple simultaneous projects.
  
  


• Ability to take initiative and organize and complete projects with minimal supervision.
  
  


• Ability to work productively despite competing priorities, complex problems, and tight deadlines.
  
  


• Ability to handle sensitive and confidential situations and information with absolute discretion.
  
  


• Ability to use appropriate resources to resolve an issue.
  
  


• Knowledge of visa-related processes/communications/liaisons for international recruits.
  
  

Application Documents

• Resume (required)
  
  


• Cover Letter (required)
  
  


• References (preferred)
  
  

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.



Job Family



Administration & Management



Role Impact



Individual Contributor



FLSA Status



Exempt



Pay Frequency



Monthly



Scheduled
Weekly Hours



37.5



Benefits Eligible



Yes



Drug Test Required



No



Health Screen Required



No



Motor Vehicle Record Inquiry Required



No



Posting Statement



The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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.


We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.


All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.


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