Department
BSD ITM - Administration
About the Department
Job Information
Job Summary:
The temporary 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.
Responsibilities:
Provides administrative support for ITM administrative staff.
Provides support of ITM financial transactions, tracking, and reporting.
Schedules and coordinates meetings, conferences and special events.
Prepares minutes, reports and summaries.
Coordinates travel arrangements.
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.
Competencies:
Familiarity with administration within a complex research university environment.
Excellent oral and written communication skills.
Excellent interpersonal and customer service skills.
Ability to handle public contacts with courtesy, clarity, and diplomacy.
Ability to handle sensitive and confidential situations and information with absolute discretion.
Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Excellent problem-solving skills.
Ability to use appropriate resources to resolve an issue.
Ability to follow an issue through to resolution.
Considerable skill in working both independently and as a team member.
Ability to take initiative and organize and complete projects with minimal supervision.
Proficiency with word processing applications and spreadsheets and database.
Additional Responsibilities
Education, Experience, or Certifications:
Education:
High School Diploma or GED required.
Bachelor's degree preferred.
Experience:
Three or more years of experience as an Administrative or Executive Assistant preferred.
Required Documents:
Resume
Cover Letter
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Frequency
Hourly
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
Posting Statement
The University of Chicago is an equal 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.
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.