Department
BSD OAA - Administrative Support
About the Department
Job Summary
The Executive Administrative Assistant works within the Biological Sciences Division providing administrative support to designated executives or academic leaders in the Dean’s office with primary support for the Associate Deans of Academic Affairs and Community and Divisional Values. The position will also collaborate and support People Services projects and initiatives, including the Office of Academic Affairs and the Office of Faculty and Physician Recruitment and Onboarding. Additional responsibilities include working independently to organize activities and projects, drafting correspondence, and daily calendar management.
Responsibilities
Assist and provide administrative oversight for relevant projects, including updating project plans and timelines, scheduling meetings, and coordinating resources.
Responsible for administrative services and scheduling support for BSD-led faculty and physician recruitment.
Responsible for planning and execution of deliverables for standing meetings and projects within the department, including COAP meeting scheduling and coordination.
Provide and manage administrative, expense and logistic support for the office suite, 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.
Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.
Organize and manage meetings, off-sites and team-based events for training, development, recognition, and other organizational initiatives.
Track and help drive completion of key deliverables and follow up on outstanding items.
Coordinate with staff on projects to help with goals and deliverables.
Initiates correspondence and other written materials under own signature or for signature of the leader.
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.
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.
Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
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.
Experience:
Prior experience as an executive assistant in an academic environment or healthcare executive setting.
Experience scheduling for multiple leaders, preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.
Experience preparing presentations decks for executive and academic leadership.
Experience creating, editing, proofing, and sending executive communication on behalf of supported offices.
Experience reconciling budgets, tracking expenses, and providing timely updates on office expense management including monthly and quarterly tracking reports.
Experience with Project Management methodologies.
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, and values and leaders through work products, 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.
Experience handling multiple projects and working well under deadlines.
Working Conditions
Office environment. Hybrid optional depending on the needs of the leader.
Application Documents
Resume (required)
Cover Letter (required)
The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
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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Skills Required
- Vocational training, apprenticeship, or equivalent experience in a related field
- 7+ years of work experience in a related job discipline
- Bachelor's degree
- Prior experience as an executive assistant in an academic environment or healthcare executive setting
- Experience scheduling for multiple leaders and preparing leaders for meetings, events, interviews, and ongoing commitments
- Experience preparing presentation decks for executive and academic leadership
- Experience creating, editing, proofreading, and sending executive communications
- Experience reconciling budgets, tracking expenses, and preparing office expense reports
- Experience with project management methodologies
- Advanced experience with Microsoft Outlook, Excel, PowerPoint, and Word
What We Do
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to rigorous inquiry and intellectual freedom draws pathbreaking scholars to our global campuses, where field-defining ideas are born that challenge and change the world. The University of Chicago has its main campus on Chicago's South Side and seven international campuses and centers throughout the world. Students can choose from 53 majors and 47 minors in the undergraduate College, with four divisions and seven professional schools for graduate study.
