Executive Assistant/Program Manager

Job description

Hyde Park Campus

34465 Inst For Molecular Engineering

About the Unit
The Institute for Molecular Engineering (IME), established in 2011 by the University of Chicago in partnership with Argonne National Laboratory, is a transformational academic unit exploring the intersection of science and engineering. IME explores innovative technologies that address fundamental societal problems through advances in nanoscale manipulation and design on a molecular scale. IME is the largest new academic program that the University has started since 1988.

Job Information

Job Summary:

Performs advanced, diversified, and confidential administrative support for 2 executives/faculty members and the American Chemical Society (ACS) Journal Editor-in-Chief. Relieves faculty (PI)/manager of as much administrative detail as possible. Stays informed of activities relating to University programs and initiatives, apprising the faculty/manager of issues when deemed necessary. Provide support and remote support for Associate Editors for ACS Marco Letters.


  • Coordinates information flow from faculty's/manager's office to designated IME staff, other University faculty/managers, and other University offices and outside agencies. Initiates routine and non-routine correspondence and other written materials under own signature or for signature of the faculty/manager.
  • Triages emails and telephone calls for action. Resolves routine and complex inquiries. Refers inquiries to the appropriate person and follows-up to ensure complete and timely responses.
  • Maintains the faculty's/manager's calendar, exercising considerable discretion and judgment as to priorities and effective use of the faculty's/manager's time. Schedules, plans, and coordinates meetings, conferences, symposia, workshops, and special events, ensuring the manager/executive is prepared through compiling data, statistics, and other information and materials.
  • Unique situations will require a tailored approach and sound judgment, using various relevant information sources to synthesize information, and prepare special reports and summaries.
  • Coordinates complex travel arrangements for the faculty/manager, ensuring that all necessary files, materials, and supplies are assembled, and prepares the itinerary.
  • Serves as liaison for postdoctoral staff and students within the PI's labs.Initiate requests for hire, compensation adjustments, reappointment, and termination.
  • Assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
  • Interprets requests and helps implement action, deciding whether faculty/manager should be notified of important or emergency matters.
  • Prepares written summaries with recommendations for operational and administrative issues. Manages a portion of the faculty's/manager's budget, tracking, monitoring and reconciling accounts. Participates in financial meetings and approves invoices.Prepares financial and/or administrative reports.
  • Manages projects as directed by the Editor-in-Chief of the American Chemical Society (ACS) Journal.
    • Serve as Program Manager or Journal Office Assistant support for the ACS Journal.Works with minimal supervision resolving non-routine problems and applying associated practices and procedures.
    • Demonstrate an intermediate level of understanding of the peer review process, and intermediate level skills with basic word processing, spreadsheet, and Web based programs and tools.
    • Exhibit excellent communication skills in working with editors and ACS staff.
    • Use ACS Paragon Plus , ACS' Web-based peer review management system, to monitor and support the peer review process.
    • Coordinate regular meetings with Editors and appropriate ACS staff, and provide reports of meetings.
    • Assist in the coordination/organization of the Editorial Advisory Board.
    • Use the available reporting system to generate and distribute appropriate reports.
    • Work with EIC to set priorities to ensure that the journal's standards of timeliness are met, and aid the EIC in generation of Annual/Strategic reports.
    • Provide ACS with budget information for the editorial office. Process invoices and ensure that all expenditures are properly accounted for in the journal's imprest account. Ensure that reimbursement requests are submitted monthly to the ACS and that those reimbursements are promptly deposited in the imprest account.
  • Other duties as assigned.

  • Project Management
  • Excellent Communication (Written & Verbal)
  • Excellent Command of effective grammar
  • Teamwork
  • Flexibility
  • Organizational Astuteness
  • Demonstrated responsible management of confidential information.
  • Ability to independently assess and manage mid to large-sized projects.
  • Strong scheduling and travel coordination skills are essential.
  • Demonstrated ability to prioritize assignments to accommodate workload and deadlines.
  • Must have excellent written and verbal communication and interpersonal skills to work effectively with faculty, staff, students, university administrators, and the ACS organization.
  • Must possess superior attention to detail, and strong organizational skills.
  • Must be available, on occasion, to provide administrative support outside of regularly scheduled work hours.
  • Candidate must have considerable skill in effectively working both independently and as a team member.
  • The successful applicant will take the initiative to organize and complete projects independently.
  • Demonstrated knowledge of University of Chicago Administrative policies and procedures preferred.
  • Understanding of academic and administrative structures of institutions of higher education preferred.

Additional Requirements

Education and Experience:
  • Bachelor's degree with a minimum of four years of progressively responsible executive administrative experience with senior executives OR
  • Minimum of six years of progressively responsible executive administrative experience with senior executives is required.

Technical Knowledge or Skills:
  • Proven effective analytical skills sufficient to interpret and apply University and campus policies to proactively define potential problems and recognize possible solutions.
  • Advanced expertise with software applications e.g., Outlook, Microsoft Office Suite (Word, Power Point, & Excel), and Adobe Acrobat.
  • Ability to learn and become sufficient with new software applications and reporting systems.

Required Documents:
  • Cover letter
  • Resume
  • References upon request

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualification

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Background Check Required?


Posting Date

Remove from Posting On or Before

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

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/





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Job No:
Posted: 2/21/2018
Application Due: 4/14/2018
Work Type: