Department
FFIE Chicago Forum Senior Staff
About the Department
Job Summary
Responsibilities
Manage complex, executive calendars across time zones; anticipate conflicts, prioritize requests, and ensure seamless transitions between engagements.
Coordinate information flow between the Directors’ office and other University stakeholders, including advisory board members, faculty, leadership, and external partners. Serve as principal point of contact for inquiries and communications.
Anticipate needs and prepare briefings, materials, and logistics in advance; identify and resolve scheduling and operational issues.
Staff and support advisory board and committee meetings, including agenda management, material preparation, and meeting logistics.
Plan and manage domestic and international travel for Directors, Fellows, visitors, and the Forum team including itineraries, accommodations, ground transportation, visas, last-minute changes; reconcile and process travel expenses.
Own the visitor pipeline for fellows and visiting research associates: maintain prospect lists, draft formal invitations, manage responses and records, and coordinate all pre-arrival requirements and correspondence.
Support the invitation and onboarding workflow end-to-end in partnership with other units, ensuring all requirements are met and guests/staff/other have smooth arrivals and integration.
Support desk coverage, visitor reception, and guest relations services; provide concierge-level support for high-profile guests, fellows, and visitors.
Maintain organized systems for files, oversee office supplies procurement and basic budget tracking.
Draft, proof, and format executive communications, reports, and presentations to a high standard of accuracy and professionalism.
Reconcile monthly GEMS expense reports for directors and reimbursements for Fellows and Visitors.
Provide confidential, high-level administrative support to the Faculty Director and Executive Director, handling sensitive communications and maintaining utmost discretion at all times.
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.
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).
Work Experience:
Certifications:
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Preferred Qualifications
Education:
Bachelor’s degree strongly preferred.
Experience:
7+ transferrable experience in academic or multinational environments.
Expertise in complex international calendar management, guest relations, and travel planning.
Demonstrated experience with expense management, budget tracking.
Technical Skills or Knowledge:
Advanced proficiency with Microsoft Office Suite and productivity tools (calendar, document, and expense platforms).
Experience with Oracle, Workday, other systems desirable but not required.
Preferred Competencies
Superior communication, organizational, and interpersonal skills; proven ability to anticipate needs, take initiative, and work independently in fast-paced settings.
Knowledge of the University of Chicago’s values, policies, and culture—especially its commitment to free expression—is highly desirable.
Application Documents
Resume (required)
References (3)(required)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.
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.
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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