Executive Assistant and Research Manager

Location
Chicago
Posted
May 02, 2017
Institution Type
Four-Year Institution
About The Unit: This position reports directly to a senior faculty member at the Harris School of Public Policy, providing administrative and research support. This position is expected to last one to two years.

Unit Job Summary: Executive Assistant duties and responsibilities - Schedules meetings and maintains calendar, exercising considerable judgement and discretion as to priorities and effective use of the professor's time - Makes complex travel arrangements - Handles professor's expense reporting, including reimbursements - Ensures the professor is prepared by compiling daily materials and meeting agendas - Composes and edits routine and non-routine correspondence and presentations - Relieves professor of as much administrative detail as possible - Stays informed of activities and programs relating to the school - Triages emails and telephone calls for action, and coordinates information flow to and from the professor - Manages professor's memberships and online accounts - Orders and purchases supplies as needed - Other duties as assigned Research Manager duties and responsibilities - Manages a number of research assistants (RA) for professor, ensuring each RA is on track and meets with professor regularly to relay progress - Liaisons with HR for RA employment needs and requirements - Schedules and organizes research meetings - Proofreads and edits research papers and articles - Manages professor's research budget - Coordinates with co-authors and maintains database of all current projects - Obtains and organizes information for research from other academic institutions and practitioners - Develops and maintains a system for information storage related to research projects - Manages professor's memberships and online accounts - Other duties as assigned

Unit Education: Bachelor's degree plus a minimum of two years administrative experience required

Unit Experience: - Experience in an academic environment preferred - Ability to work independently and take initiative and organize and complete work with minimal supervision required. The professor needs someone who is very comfortable working independently after directions have been given. - Research experience preferred - Ability to maintain calm and courteous demeanor required - Ability to use appropriate resources to resolve an issue required - Excellent oral and written communication skills required - Ability to interact tactfully with researchers, students, professors, and external contacts required - Ability to work on multiple projects simultaneously, set priorities, and meet deadlines required - Ability to exercise considerable discretion and judgement required - Excellent organizational skills and attention to detail required - Proficiency in Microsoft Office, Gmail, and Google calendar required

Unit Job Function Competencies: Familiarity with central administration within a complex research university environment required. Excellent verbal and written communication skills required. Excellent interpersonal and customer service skills required. Ability to handle public contacts with courtesy, clarity, and diplomacy required. Ability to handle sensitive and confidential situations and information with absolute discretion required. Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required. Excellent problem-solving skills required. Ability to use appropriate resources to resolve an issue required. Ability to follow an issue through to resolution required. Considerable skill in working both independently and as a team member required. Ability to take initiative and organize and complete projects with minimal supervision required. Proficiency with word processing applications and spreadsheets and databases required. Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent) preferred.