Executive Assistant
University of Chicago - Chicago, IL

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Type of Position

Staff

Number of Positions Available

1

Division

Divinity School

Department

31360-Divinity School

  • Standard Summary
Performs advanced, diversified, and confidential administrative support for an executive. Relieves executive of as much administrative detail as possible. Stays informed of activities relating to University programs and initiatives, apprising the executive of issues when deemed necessary. Coordinates information flow from executive's office, representing the executive to other University executives, other University offices and outside agencies. Initiates routine and non-routine correspondence and other written materials under own signature or for signature of the executive. Triages emails and telephone calls for action. Resolves routine and complex inquiries. Refers inquiries to the appropriate person and follows-up to ensure complete and timely responses. Maintains the executive's calendar, exercising considerable discretion and judgment as to priorities and effective use of the executive's time. Schedules and coordinates meetings, conferences, and special events, ensuring the executive is prepared through compiling data, statistics, and other information and materials. Unique situations will require a tailored approach and sound judgment. Using various relevant information sources and synthesizing information, prepare special reports and summaries. Coordinates complex travel arrangements for the executive, ensuring that all necessary files, materials, and supplies are assembled and prepares the itinerary. Assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Interprets requests and helps implement action, deciding whether executive should be notified of important or emergency matters. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the executive's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports . May coordinate clerical support, including recommending various personnel actions related to clerical staff including but not limited to hiring, performance appraisals, and promotions; determining work priorities and scheduling work flow to meet deadlines; and ensuring accuracy and timeliness of work. Manages special projects as directed by the executive.

About the Unit

The Divinity School has pursued a vision of an institution devoted to systematic research and inquiry into the manifold dimensions of religion, seeking to serve both those preparing for careers in teaching and research and those preparing for careers in ministry.

Unit Job Summary

Executive Assistant: Provide administrative and project-related support to the Dean of the Divinity School. Manage administrative and internal communications activities within the Dean's Office including purchasing, support services, organizational charts, presentation/ document creation, information dissemination, and collaborating with faculty, students, and staff. This position is responsible for a wide range of tasks, including typical executive assistant functions, the planning and execution of various projects requiring planning/organizing expertise and good judgment. This position requires someone with initiative and a can-do/ will do attitude who can work with different leaders and/ or functions.

Effectively handle highly sensitive, and often highly confidential, information using considerable tact and diplomacy.

Demonstrated ability to review and prioritize work to take appropriate action without advance approval.

Independently manage, oversee and implement special projects as directed by the Dean.

Conduct research, analyze issues and produce, edit and distribute special reports and presentations as needed.

Track, report and follow-up on open issues. Draft associated communications as appropriate.

Oversee coordination of department-wide tasks among administrative team as necessary.

Manage the day-to-day activities for the office of the Dean. Organize, schedule and coordinate meetings, events and travel. Coordinate meeting logistics, meeting materials and distribution, room reservations and catering needs.

Update, distribute and maintain internal documents such as organizational charts and directories. Work with others to develop and distribute communications such as newsletters, presentations, correspondence or bulletins. Collaborate with others on update and maintenance of appropriate information on department web pages.

Identify, develop and recommend changes to policies and procedures to respond to changes in the internal and external environments.

Perform other related duties as assigned.

Education

Bachelor's degree plus a minimum of two years progressively responsible administrative experience OR a minimum of five years of progressively responsible administrative experience required.

Experience

n/a

Competencies

Familiarity with central administration within a complex research university environment required.

Excellent verbal and written communication skills required.

Excellent interpersonal and customer service skills required.

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

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

Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required.

Excellent problem-solving skills required.

Ability to use appropriate resources to resolve an issue required.

Ability to follow an issue through to resolution

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

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

Proficiency with word processing applications and spreadsheets and databases required.

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

Required Job Seeker Documents

Resume

Cover Letter

Reference Contact Info

Optional Job Seeker Documents

Work Location

Campus - Hyde Park

Other Work Location

Work Schedule

Full-Time

Hours/Week

37.5

If other than regular hours (M-F, 8:30-5:00) please detail

8:30 - 5:00 P.M.

Benefits Eligible?

Yes

Union (If applicable):
Non-Union

Pay Grade

NA

Pay Range

Depends on Qualifications

Pay Frequency

Monthly

Does this position require incumbent to operate a vehicle on the job?

No

Is a Background Check Required?

Yes

Is Drug Testing Required?

Yes

Employee Referral Bonus Amount

None

Posting Date

10-24-2012

Remove from posting on or before

04-24-2013

About this company
183 reviews
Founded by oil magnate John D. Rockefeller, the University of Chicago is a private, nondenominational institution of higher learning....