Assistant to the Director of Presidential Support

Location
Chicago, IL
Posted
Feb 21, 2018
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution


Hyde Park Campus

Department
5060001 President's Staff

About the Unit
From its founding in 1890, the University of Chicago has been committed to open, rigorous, and intense inquiry with a shared understanding that this must be the defining feature of the University. We recognize that our most important contributions to discovery, education, and society rest on our focus, the power of our ideas, and the openness of our environment to the development and testing of these ideas. The University of Chicago has defined academic disciplines, schools, and modes of thought and has had a transformative impact on fields including economics, science, energy production, mathematics, medicine, law, business, religion, policy, sociology, archeology, and historical, cultural and literary analysis. We have always drawn the most original agenda-setting faculty and students, who work together in an interactive and genuinely multidisciplinary atmosphere. Students from the College, graduate schools, and professional schools have been empowered by their education and have become leaders in virtually every area of endeavor. We are located in a dynamic city, Chicago, with our main campus in the Hyde Park neighborhood and a notable presence in our facility downtown. We operate two major national laboratories, an internationally renowned hospital, an outstanding pre-K-12 private school, a charter school with four distinct campuses, our own professional theatre, museums, and the nation's largest academic press. We also have a strong global presence with our own facilities in Hong Kong, Delhi, Beijing, London, Paris, and Singapore, active educational programs in the College in locations throughout the world, and the ongoing interaction of scholars and students at work with colleagues from around the globe.

Job Information

*Please read the following Job Description carefully. Applicant who do not submit the required documents will not be considered further for this position.

Job Summary:

Assistant to the Director of Presidential Support

Office of the President

The Assistant to the Director of Presidential Support performs administrative functions relating to the Office of the President with careful attention to detail, complete confidentiality, a positive attitude, and discerning judgment. The ideal candidate is a highly-motivated and enthusiastic professional who enjoys working in a collaborative, fast-paced, and deadline-oriented environment. The Assistant works under the leadership of the Director of Presidential Support and Executive Assistant to the President, and has a dual report to the Vice President and Chief of Staff in the Office of the President.

The primary focus of the position is to manage the president's schedule of meetings with deans, officers, faculty, staff, and student body representatives, as well as the offices of University trustees, donors, civic and government leaders, and international guests, working under the day-to-day supervision of the Director/Executive Assistant. The position also includes a wide variety of other tasks that arise on an as needed basis. The Assistant to the Director will be expected to identify opportunities to adapt the execution of these tasks as the needs of the office evolve. It is especially critical that the Assistant to the Director be able to serve as the back-up for the Director/Executive Assistant when s/he is not in the office.

Responsibilities:
  • Serve as the regular back-up for the Director/Executive Assistant when s/he is unavailable, including each morning until s/he arrives and when s/he is out of the office for travel with the president, vacation, or any other absence.
  • Work with offices across the University, the Medical Center, laboratory affiliates, and external offices to coordinate the president's complex and fluid schedule of meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others.
  • Assist the Director/Executive Assistant in preparing the president for each meeting and event in advance, utilizing information compiled by the appropriate offices.
  • Prepare for the president's domestic and international travel by creating and submitting visa and passport applications, arranging plane, car, and other transportation, and compiling detailed itinerary and trip dossier with all necessary information.
  • Handle all day-to-day financial transactions for the President's Office through the University's online systems, including, but not limited to: ordering supplies through the University's purchasing site, processing invoices for external vendors, and reconciling expense reports on an ongoing basis.
  • Update and moderate multiple contact and email distribution lists both for office use and the University's Listserv system, using discretion when approving messages for mailing and following guidelines established by the office when adding new members to lists.
  • Other duties as assigned/needed.


Competencies:
  • Exceptional attention to detail and ability to complete tasks thoroughly and with accuracy
  • Demonstrated ability to multitask and meet deadlines in a challenging, fast-paced work environment
  • Sound judgment and the ability to anticipate potential problems and solve them before they arise
  • Positive, service oriented attitude and courteous demeanor
  • Acumen to interact with a diverse and distinguished range of colleagues and visitors
  • Ability to handle sensitive and confidential situations and information with absolute discretion
  • Excellent oral and written communication skills
  • Proficiency with Microsoft Office Suite, Adobe Acrobat, and online databases required


Additional Requirements

Education and Experience:
  • Bachelor's degree and 1-2 years of progressively responsible administrative experience required.
  • Experience working in higher education and a high-level executive setting preferred
  • Familiarity with the University of Chicago a plus


Required Documents

Applicants must submit a cover letter and resume to be considered further for this position.

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
2018-02-01-08:00

Remove from Posting On or Before
2018-08-01-07:00

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
JR00426

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/

PI101288594

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