University of Chicago
Overview
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 patient care and research. The BSD Dean’s Office oversees basic and clinical research programs and coordinates research across 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, manage correspondence, prioritize competing requests, and handle daily calendar management for all three Research Deans. This role plays a pivotal part in staffing and implementing strategic faculty recruitment visits and serves as a representative of the Dean’s Office with faculty and staff.
Responsibilities
Provide complete calendar management for three Research Deans, including scheduling meetings and travel.
Manage meetings for multiple standing meetings within the Dean’s Office (e.g., Faculty Advisory Committee, BSD Dean’s Leadership Group, Associate Research Deans’ meetings, Basic Science Chairs’ meetings, and others) including scheduling, invitations, room reservations, AV support, agenda development, and refreshments as applicable.
Develop meeting itineraries and organize travel for strategic faculty recruitment visits.
Provide administrative oversight for BSD projects, update project plans and timelines, schedule meetings, coordinate resources with other BSD units, and assist with unit tracking and reporting. May include Dean’s Office events such as special lectures and town halls.
Provide administrative, expense, and logistical support (calendar management, room reservations, expense management, mail, travel logistics, recruitment efforts) with confidentiality and discretion. Relieve leaders of administrative responsibilities.
Support annual planning processes, business planning, and performance review cycles.
Track and drive completion of key deliverables and follow up on outstanding items.
Provide confidential, high-level administrative support for a leader; stay informed of university programs and initiatives and coordinate information flow from the leader’s office. May staff Board of Directors meetings.
Initiate correspondence and other materials; triage emails and calls; resolve routine and complex inquiries. May act as liaison to Board of Directors.
Prepare special reports and summaries; assist in daily office operations and in developing administrative goals and policies. Maintain the leader’s calendar with discretion and prioritization.
Coordinate special projects as directed by the leader; prepare recommendations for operational and administrative improvements. May manage a portion of the leader’s budget and prepare financial or administrative reports.
Perform 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 7+ years of work experience in a related job discipline.
Preferred Qualifications
Prior experience as an executive assistant in an academic environment.
Experience scheduling for and supporting multiple leaders (2–3) at once.
Experience creating, editing, proofreading, and sending executive communications on behalf of supported offices.
Experience tracking and reconciling expenses.
Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.
Ability to handle confidential and sensitive materials and situations.
Ability to interact with senior executives, faculty, and staff comfortably.
Ability to develop collaborative relationships across the University community.
Ability to represent the organization’s mission, vision, values, and strategic plan through work projects and communication.
Ability to manage ad hoc projects to support processes and workflows.
Reliability, drive, and results orientation; strong organizational, communication, and interpersonal skills; attention to detail.
Ability to handle multiple projects and meet deadlines; comfortable communicating with healthcare professionals, faculty, staff, students, and officials at the highest level.
Working Conditions Information about typical working conditions is not provided in this description.
Application Documents
Resume (required)
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 The University 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.
Seniority level: Not Applicable
Employment type: Full-time
Job function: Administrative
Industries: Higher Education, Hospitals and Health Care
EEO information and other legal requirements will be provided as applicable by the University at the time of application.
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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, manage correspondence, prioritize competing requests, and handle daily calendar management for all three Research Deans. This role plays a pivotal part in staffing and implementing strategic faculty recruitment visits and serves as a representative of the Dean’s Office with faculty and staff.
Responsibilities
Provide complete calendar management for three Research Deans, including scheduling meetings and travel.
Manage meetings for multiple standing meetings within the Dean’s Office (e.g., Faculty Advisory Committee, BSD Dean’s Leadership Group, Associate Research Deans’ meetings, Basic Science Chairs’ meetings, and others) including scheduling, invitations, room reservations, AV support, agenda development, and refreshments as applicable.
Develop meeting itineraries and organize travel for strategic faculty recruitment visits.
Provide administrative oversight for BSD projects, update project plans and timelines, schedule meetings, coordinate resources with other BSD units, and assist with unit tracking and reporting. May include Dean’s Office events such as special lectures and town halls.
Provide administrative, expense, and logistical support (calendar management, room reservations, expense management, mail, travel logistics, recruitment efforts) with confidentiality and discretion. Relieve leaders of administrative responsibilities.
Support annual planning processes, business planning, and performance review cycles.
Track and drive completion of key deliverables and follow up on outstanding items.
Provide confidential, high-level administrative support for a leader; stay informed of university programs and initiatives and coordinate information flow from the leader’s office. May staff Board of Directors meetings.
Initiate correspondence and other materials; triage emails and calls; resolve routine and complex inquiries. May act as liaison to Board of Directors.
Prepare special reports and summaries; assist in daily office operations and in developing administrative goals and policies. Maintain the leader’s calendar with discretion and prioritization.
Coordinate special projects as directed by the leader; prepare recommendations for operational and administrative improvements. May manage a portion of the leader’s budget and prepare financial or administrative reports.
Perform 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 7+ years of work experience in a related job discipline.
Preferred Qualifications
Prior experience as an executive assistant in an academic environment.
Experience scheduling for and supporting multiple leaders (2–3) at once.
Experience creating, editing, proofreading, and sending executive communications on behalf of supported offices.
Experience tracking and reconciling expenses.
Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.
Ability to handle confidential and sensitive materials and situations.
Ability to interact with senior executives, faculty, and staff comfortably.
Ability to develop collaborative relationships across the University community.
Ability to represent the organization’s mission, vision, values, and strategic plan through work projects and communication.
Ability to manage ad hoc projects to support processes and workflows.
Reliability, drive, and results orientation; strong organizational, communication, and interpersonal skills; attention to detail.
Ability to handle multiple projects and meet deadlines; comfortable communicating with healthcare professionals, faculty, staff, students, and officials at the highest level.
Working Conditions Information about typical working conditions is not provided in this description.
Application Documents
Resume (required)
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 The University 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.
Seniority level: Not Applicable
Employment type: Full-time
Job function: Administrative
Industries: Higher Education, Hospitals and Health Care
EEO information and other legal requirements will be provided as applicable by the University at the time of application.
#J-18808-Ljbffr