Administrative Assistant

About The Unit: The Center for the Economics of Human Development (CEHD) was developed at the University of Chicago in 2014 to support empirical research in economics, in collaboration with other disciplines and is directed toward understanding human development and economic opportunity.

Unit Job Summary: The Administrative Assistant (AA) will report directly to an Executive Assistant (EA), who in turn supports the Faculty Director and Executive Director of the Center. The AA will support the following needs of the EA: Research Travel Options: - Providing hotel, flight, and ground transportation (domestic and international) options to EA. Invitation/Calendar Management: - Under the supervision/advisement of EA, AA will respond to media and academic conference presentation/attendance requests, send decline emails. - Assist in completing tasks: by feedback or instructions provided; by making suggestions on how to complete a task; by proactively identifying how to do so (e.g. summarizing multiple threads to identify the relevant action steps required of EA, or open questions to pose to others) - Weekly meet with EA to review calendar for upcoming week - Identify information or materials needed for upcoming meetings - Anticipate needs given calendar appointments and upcoming priorities and make suggestions to avoid last-minute requests Assist managing email inbox: - Read all email threads and track action items - Label urgent emails to be reviewed/forwarded to EA - Monitor emails when EA is unavailable Additional Tasks: - Online/file system research - Research details about upcoming meetings or attendees - Find resources within the Center's existing electronic file system (on a private shared server) - Salesforce Data Entry - Reimbursements - Workshop/Meeting setup/clean up, as needed - Act in a back-up capacity to support administrative and operational needs of the Center, for example during absences and key priorities - Other miscellaneous tasks The part-time schedule is flexible, although hours on each weekday are preferred (eg. 12pm to 5pm M-F).

Unit Education: Bachelor's degree and a minimum of two years of progressively responsible administrative experience required; OR ten years of administrative experience in a key support role.

Unit Experience: Minimum of two years of high-level administrative support experience required. Experience reading and digesting an email inbox (~70 emails/day) required. Experience in a fast paced environment with demonstrated organization and coordination skills required. Experience supporting a high-level executive preferred. Experience working in a team to support a high-level leadership preferred.

Unit Job Function Competencies: Excellent oral and written communication skills required. Excellent interpersonal and customer service skills required. Ability to handle sensitive and confidential situations and information with absolute discretion required. Strong attention to detail 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, spreadsheets and related required. Ability to anticipate upcoming priorities and needs required. Ability to be concise and efficient required. Strong online research skills required. Conscientiousness with confidential personal information required. Ability to work evenings, weekends, and holidays as needed required. Strong ability to analyze issues and recommend solutions required. Excellent problem-solving skills required. Ability to follow an issue through to resolution required. Familiarity with Salesforce and Wunderlist preferred. Familiarity with Gmail and GoogleDocs preferred.

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