ARC/OSRF Executive Assistant at The University of Chicago in Chicago, Illinois

Job Description:

Department



BSD ARC - Administration



About the Department



The Animal Resources Center (ARC) at The University of Chicago is responsible for the use and care of all research animals on campus. The ARC manages 6 facilities and a business office. Its sections are as follows: husbandry, maintenance, operations, veterinary care, finance and administration. The unit merged with the Office of Shared Research Facilities (OSRF) managing all of the BSD cores on campus.



Job Summary



The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.


The Executive Assistant serves the Associate Dean of Research Resources and other leadership positions in the Animal Resource Center (ARC) and Office of Shared Research Facilities (OSRF) performing advanced, diversified and confidential administrative support. Relieve senior management of as much administrative detail as possible. Stay informed of activities relating to the unit and to University programs and initiatives, apprising the executive team of issues when deemed necessary. Coordinate information flow from ARC/OSRF and represent senior management to other University executives, other University offices and outside agencies.



Responsibilities

• Plan, organize, schedule and coordinate meetings, conferences, E4L trainings and special events, ensuring the management team is prepared through compiling data, statistics, and other information and materials. Coordinate lunches, order food, gift cards and other items used for recognition program.
  
  


• Manage correspondence and other written materials/reports or data for the Associate Dean of Research Resources and other ARC/OSRF faculty/senior management, triage incoming/outgoing information, coordinate information flow and act as resource person for information covering ARC/OSRF and other BSD and University offices.
  
  


• Resolve routine and complex internal/external inquiries, refer inquiries to the appropriate person and act as a liaison or resource person and follow-up to ensure complete and timely responses ensuring the management team is prepared for meetings and events.
  
  


• Work with vendors and other external representatives in obtaining quotes or information regarding supplies and equipment, work with Finance group on procurement requirements for purchasing materials. Manage reconciliation with credit card purchases.
  
  


• Responsible for working with faculty/senior management in identifying problems and resolving issues relevant to projects, meetings or events. Responsible for ensuring overall timely delivery and outcome of information flow for the unit.
  
  


• Assist with human resources activities, tasks, and announcements, work closely with the Director of Strategic Operations and the Director of Finance & Administration on preparation of required documentation submitted to BSD human resources.
  
  


• Interacts with faculty, researchers and staff for committee work or information.
  
  


• Provide administrative office support for the Chair and Department Administrator. Manage calendars and schedule appointments independently, or as directed.
  
  


• Assist and provide administrative oversight for relevant BSD projects, including updating project plans and timelines, scheduling meetings, coordinating resources with other BSD units, and assisting with the creation and updating of unit tracking and reporting.
  
  


• Provide and manage administrative, expense and logistic support for the office suite, including but not limited to calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.
  
  


• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
  
  


• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
  
  


• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
  
  


• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
  
  


• Performs other related work as needed.
  
  

Minimum Qualifications




Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

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Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

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Certifications:




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Preferred Qualifications




Education:

• Bachelor's degree.
  
  

Experience:

• Prior administrative experience in an academic, research or healthcare environment.
  
  


• Experience scheduling for multiple leaders (2-3), preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.
  
  


• Experience preparing presentations decks for executive and academic leadership.
  
  


• Experience creating, editing, proofing, and sending executive communication on behalf of supported offices.
  
  


• Experience reconciling budgets, tracking expenses, and providing timely updates on office expense management including monthly and quarterly tracking reports.
  
  


• Experience with Project Management methodologies.
  
  


• Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.
  
  

Preferred Competencies

• Excellent communication, organizational and strategic planning skills.
  
  


• Experience with software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent).
  
  


• Knowledge of website design.
  
  


• Ability to work under pressure to meet deadlines.
  
  


• Ability to interact and communicate with vendors, Principal Investigators and other members of the University.
  
  


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


• Ability to handle public contacts with courtesy, clarity, and diplomacy.
  
  


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


• Ability to interact comfortably with senior executives, faculty, and staff.
  
  


• Considerable skill in working both independently and as a team member.
  
  

Working Conditions

• Office environment, sitting and working at a computer and some walking to facilities.
  
  

Application Documents

• Resume (required)
  
  


• Cover Letter (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



40



Benefits Eligible



Yes



Drug Test Required



No



Health Screen Required



Yes



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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