The University Of Chicago
Department
BSD DIV - Dean for Basic Science: Staff
About the Department
The Biological Sciences Division (BSD) has a tripartite mission of education, research, and clinical care. In this unique academic community—the largest unit in the University—a unified BSD delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences together with outstanding patient care and world-renowned research.
The BSD Dean’s Office oversees all basic and clinical research programs in the BSD and helps to lead the coordination and integration of all types of basic, clinical, translational, and community research throughout the BSD.
Job Summary
The Executive Assistant supports three Research Deans as part of the BSD Dean’s Office: Vice Dean for Basic Science Research, Vice Dean for Clinical Science Research, and Associate Dean for Basic Science Research. The Executive Assistant reports directly to the Associate Dean for Basic Science Research.
As an Executive Assistant, you will work independently to organize activities and projects, managing correspondence, prioritizing competing requests, and daily calendar management for all three Research Deans. This position plays a pivotal role in staffing and the implementation of strategic faculty recruitment visits; in addition, the Executive Assistant serves as a ‘face of the Dean’s Office’ with faculty and staff.
Responsibilities Provide complete calendar management for three Research Deans, including scheduling meetings and travel.
Meeting management (including scheduling, invitations, room reservations, AV, assistance with agenda development, refreshments - if applicable) for several standing meetings within the Dean’s Office, including the Faculty Advisory Committee, BSD Dean’s Leadership Group, Associate Research Deans’ meetings, Basic Science Chairs’ meetings, and more.
Responsible for the development of meeting itineraries and organizing travel for strategic faculty recruitment visits.
Assist and provide administrative oversight for other relevant BSD projects, updating project plans and timelines, scheduling meetings, coordinating resources with other BSD units, assisting with the creation and updating of unit tracking and report. Includes some Dean’s Office event management, such as special lectures and town halls.
Provide and manage administrative, expense and logistic support, 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. Relieves leaders of administrative responsibilities.
Support annual planning processes, business planning, and performance review cycles.
Track and help drive completion of key deliverables and follow up on outstanding items.
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). Work Experience: Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline. Certifications: --- Preferred Qualifications Experience: Prior experience as an executive assistant in an academic environment.
Experience scheduling for and supporting multiple leaders (2-3) at once.
Experience creating, editing, proofing, and sending executive communication on behalf of supported offices.
Experience tracking and reconciling expenses.
Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.
Preferred Competencies Ability to handle highly confidential and sensitive materials and situations.
Ability to interact comfortably with senior executives, faculty, and staff.
Ability to develop collaborative relationships throughout the University community.
Ability to effectively represent the mission, vision, values, and strategic plan of the organization and leaders through work projects, efforts, and communication.
Ability to manage and organize ad hoc projects to support processes and workflows.
Ability to be reliable, driven, and results oriented.
Strong organizational, communication and interpersonal skills.
Strong attention to detail.
Experience handling multiple projects at once and working well under deadlines.
Ability to communicate comfortably with healthcare professionals.
Ability to communicate comfortably with faculty, staff, students, and officials at the highest level of the organization.
Working Conditions Office Environment.
Application Documents Resume (required)
Cover Letter (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 Administration & Management Role Impact Individual Contributor Scheduled
Weekly Hours 40 Drug Test Required No Health Screen Required No Motor Vehicle Record Inquiry Required No Pay Rate Type Salary FLSA Status Exempt Pay Range $60,000.00 - $90,000.00 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 Yes 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 theBenefits 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. 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.
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world. We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.
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As an Executive Assistant, you will work independently to organize activities and projects, managing correspondence, prioritizing competing requests, and daily calendar management for all three Research Deans. This position plays a pivotal role in staffing and the implementation of strategic faculty recruitment visits; in addition, the Executive Assistant serves as a ‘face of the Dean’s Office’ with faculty and staff.
Responsibilities Provide complete calendar management for three Research Deans, including scheduling meetings and travel.
Meeting management (including scheduling, invitations, room reservations, AV, assistance with agenda development, refreshments - if applicable) for several standing meetings within the Dean’s Office, including the Faculty Advisory Committee, BSD Dean’s Leadership Group, Associate Research Deans’ meetings, Basic Science Chairs’ meetings, and more.
Responsible for the development of meeting itineraries and organizing travel for strategic faculty recruitment visits.
Assist and provide administrative oversight for other relevant BSD projects, updating project plans and timelines, scheduling meetings, coordinating resources with other BSD units, assisting with the creation and updating of unit tracking and report. Includes some Dean’s Office event management, such as special lectures and town halls.
Provide and manage administrative, expense and logistic support, 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. Relieves leaders of administrative responsibilities.
Support annual planning processes, business planning, and performance review cycles.
Track and help drive completion of key deliverables and follow up on outstanding items.
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). Work Experience: Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline. Certifications: --- Preferred Qualifications Experience: Prior experience as an executive assistant in an academic environment.
Experience scheduling for and supporting multiple leaders (2-3) at once.
Experience creating, editing, proofing, and sending executive communication on behalf of supported offices.
Experience tracking and reconciling expenses.
Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.
Preferred Competencies Ability to handle highly confidential and sensitive materials and situations.
Ability to interact comfortably with senior executives, faculty, and staff.
Ability to develop collaborative relationships throughout the University community.
Ability to effectively represent the mission, vision, values, and strategic plan of the organization and leaders through work projects, efforts, and communication.
Ability to manage and organize ad hoc projects to support processes and workflows.
Ability to be reliable, driven, and results oriented.
Strong organizational, communication and interpersonal skills.
Strong attention to detail.
Experience handling multiple projects at once and working well under deadlines.
Ability to communicate comfortably with healthcare professionals.
Ability to communicate comfortably with faculty, staff, students, and officials at the highest level of the organization.
Working Conditions Office Environment.
Application Documents Resume (required)
Cover Letter (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 Administration & Management Role Impact Individual Contributor Scheduled
Weekly Hours 40 Drug Test Required No Health Screen Required No Motor Vehicle Record Inquiry Required No Pay Rate Type Salary FLSA Status Exempt Pay Range $60,000.00 - $90,000.00 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 Yes 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 theBenefits 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. 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.
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world. We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.
#J-18808-Ljbffr