Administrative Support Assistant

May 13, 2017
Institution Type
Four-Year Institution
About The Unit: The University of Chicago Shared Services Office (SSO) is a customer service organization focused on providing user-friendly, high quality and cost effective administrative services to the university community. The SSO offers key procure-to-pay and human resource transaction services to customers through consistent processes and enabling technology.

Unit Job Summary: This position directs the administrative support operations of an executive's office and provides administrative assistance to the executive. Relieves executive of as much administrative detail as possible, either by providing or appropriately delegating to support staff all administrative support. Essential Functions: - Manages all forms of communication from executive's office, representing the executive to other University executives, other University offices and outside agencies - Oversees preparation of correspondence and other written material - Ensures all inquiries are routed appropriately and in a timely manner - Maintains the executive's calendar, exercising considerable discretion and judgment as to priorities and effective use of executive's time - Oversees scheduling and coordination of meetings, conferences, and special events, ensuring the executive is prepared through compiling data, statistics, and other information and materials - Coordinates complex travel arrangements for executive, ensuring that all necessary files, materials, and supplies are assembled and prepares the itinerary - Manages daily operation of the office, participating in the development of strategic goals and plans - Develops and enforces office policies and procedures - Interprets requests and helps implement action, deciding whether the executive should be notified of important or emergency matters - Prepares write ups for recommendations for operational and administrative problems - Develops and manages the office budget - Manages the preparation of financial and/or administrative reports, with responsibility for policy interpretations and/or statistical analyses - Manages professional and support staff, delegates assignments and supervises all work assuring the highest quality standards - Manages special projects as directed by the executive

Unit Education: Associate's degree or higher OR a minimum of four years of progressively responsible administrative experience required.

Unit Experience: A minimum of four years of progressively responsible administrative experience required. Desired Qualifications: - Familiarity with administrative processes, procedures, and systems at the University of Chicago - Previous experience in a higher education institution

Unit Job Function Competencies: Competencies: - Familiarity with central 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 databases

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