Administrative Assistant

Job description

Hyde Park Campus

50600 President's Office

About the Unit

Job Information

Job Summary:

The Administrative Assistant, reporting to the Director of Administration and Operations, is responsible with providing operational support functions for the Office of the President. General responsibilities include the ordering of supplies, processing payments, reviewing receipts and reimbursements, and reconciling accounts. Schedules meetings, interviews, training, and unit orientations. The Administrative Assistant will also provide general support for two seniors leaders in the office.


  • Provides administrative support to the Director of Administration and Operations; such as ordering supplies, processing payments, corresponding with procurement services, preparing receipts and reimbursements, reconciling accounts, assisting with meetings, contract initiations, and other duties as needed.
  • Supports in the operational functions of the office by assisting in the coordination of projects, processing security requests, planning and providing quarterly administrative meetings for staff members in the building, leading the administrative requirements for major events.
  • Provides administrative support for two senior administrators in the office, including: scheduling meetings and managing calendar; making travel arrangements; payment processing; reconciling expenses.
  • Serves as daily back-up to the front desk for the 5th Floor Administration Building, performing general duties when the front desk attendant is out of the office or on break. Helps manage conference room reservations; assists with AV/food set-up and cleanup for conference rooms when needed. Helps ensure cleanliness of the suite by keeping the common break room presentable.
  • Provides necessary support to executive assistants in the President's Office.
  • Other tasks and duties as assigned.

  • Excellent verbal and written communication skills required.
  • Excellent interpersonal skills required.
  • Ability to handle public contacts with courtesy, clarity, and diplomacy required.
  • Ability to handle sensitive and confidential situations and information with absolute discretion required.
  • Excellent time management skills, including ability to multitask, prioritize, and work on schedule and within deadlines.
  • Considerable skill in working both independently and as a team member required.
  • Ability to work under stress, maintaining a calm and courteous demeanor.
  • Ability to follow a task through to completion required.
  • Flexibility and adaptability to shifting priorities required.
  • Willingness to learn new systems as needs arise.
  • Ability to support audio and video conferences, as well as digital presentations using USB drives, various dongles, and connecting wires (HDMI, VGA, DVI, mini-DVI, etc.)
  • Willingness and ability to travel to campus and/or non-campus locations for University business required.
  • Willingness and ability to work occasional evenings and weekends required.
  • High attention to detail required.

Additional Requirements

Education, Experience or Certifications:


  • Bachelor's degree plus a minimum of two years progressively responsible administrative experience OR a minimum of five years of progressively responsible administrative experience required

  • Familiarity with providing administrative support for an organization.
  • Experience with other software applications (e.g. Outlook, Adobe Acrobat, Microsoft Office, Photoshop, or equivalent) preferred.
  • Familiarity with central administration within a complex research university preferred.
  • Experience working in higher education preferred.
  • Familiarity with University of Chicago business systems and administrative structure is preferred.

Required Documents:
  • Resume
  • Cover letter
  • References

NOTE: When applying all required document MUST be uploaded under the Resume/CV section of the application

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualifications

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

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

Health Screen 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: 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.

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Job No:
Posted: 12/1/2018
Application Due: 12/13/2018
Work Type: