Executive Assistant

Location
Chicago, IL
Posted
Feb 21, 2018
Institution Type
Four-Year Institution


Hyde Park Campus

Department
35390 Harris Sch Pub Policy

About the Unit
Why policy? For a better world. Why Harris Public Policy? Because when it comes to better policymaking, evidence matters. We work at the frontiers of data collection and analysis, using the latest technology and social science methods to design policies that work for society. We conduct rigorous inquiry in an environment of innovation and risk taking. We collaborate across the private, public, and nonprofit sectors, adopting new methodologies to drive better solutions. We engage with our city, our world, and our leaders every day to evaluate and test our ideas. And we lead with our passion for driving social change, knowing that passion alone does not equal impact. This is Harris Public Policy: Social impact, down to a science.

Job Information

Job Summary:

Reporting to the Dean of the Harris School of Public Policy, the Executive Assistant oversees all administrative functions for the Office of the Dean. The Executive Assistant provides communication, task prioritization, project management, and complex administrative support to the Dean, serving as her principal aide on highly confidential matters and daily operations.

Responsibilities:
  • Exercise considerable judgment as to the optimal use of the Dean's time, taking on administrative detail and project management
  • Provide complex and confidential administrative assistance on the daily operations of the Dean's office such as managing the calendar, scheduling meetings, and coordinating conference calls
  • Plan and manage selected special events and projects
  • Oversee all logistical details of meetings and travel
  • Act as a communications specialist for the Dean, preparing a wide variety correspondence; ensure appropriate handling of confidential materials and information
  • Ensure the Dean is prepared for meetings and other events by gathering relevant data, statistics, meeting materials and other pertinent information
  • Coordinate information flow, triaging emails and telephone calls for action and follow-up as appropriate
  • Operate at the highest level of confidentiality regarding personnel and financial matters and deftly manage unique situations with discretion
  • Act as a liaison between the Dean and other Harris and University executives and offices with tact, courtesy, and confidentiality
  • Manage special projects as directed


Competencies:
  • Excellent verbal 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
  • Strong 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
  • Exceptional organizational skills, tracking and prioritizing a high volume of competing tasks


Additional Requirements

Education, Experience and Certifications:

Education:
  • Bachelor's degree required plus a minimum of three years of progressively responsible administrative experience supporting executive level leaders or a minimum of six years progressively responsible administrative experience supporting executive level leaders required


Experience:
  • Willingness to work flexible schedule to accommodate covering school events required
  • Experience working with faculty in a University setting preferred
  • Experience composing written communications and editing and proofreading material written by others required


Technical Skills and Knowledge
  • Strong technical skills evidenced by proficiency in common office productivity software applications (e.g., Outlook, Word, Excel, PowerPoint, Gmail, Adobe Acrobat)
  • Expertise using expense reporting systems such as GEMS


Required Documents:
  • Resume, Cover Letter, and References


Benefit Eligibility
Yes

Pay Frequency
Monthly

Pay Range
Depends on Qualification

Scheduled Weekly Hours
37.5

Union
Non-Union

Job is Exempt?
Yes

Drug Test Required?
No

Does this position require incumbent to operate a vehicle on the job?
No

Health Screen Required?
No

Background Check Required?

Yes

Posting Date
2018-02-15-08:00

Remove from Posting On or Before
2018-08-15-07:00

Posting Statement:

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff 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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

Full time
JR00559

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

To learn more about the university click here http://www.uchicago.edu/

PI101288413

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