Job location: Hyde Park Campus

Employment Type: Full-time
Posted data: 2019-04-01
Req: JR04527
Please make sure to read the job posting in its entirety as it reflects both the University roles and responsibilities, followed by the specific description.

Department50624 Secretary Of The University

About the UnitWithin the Office of the President, the Office of the Secretary of the University has primary responsibility for supporting the governance of the University. The office supports the work of the Board of Trustees, including its triannual meetings, annual retreats, publications, directories, committee staffing, and orientation for new Trustees. The office also staffs and coordinates the work of other boards including the Medical Center, Marine Biological Laboratory, Laboratory Schools, Baptist Theological Union and the Advisory Councils of 14 academic units. In supporting institutional governance efforts at the University, the Office of the Secretary partners closely with other departments and units, including Alumni Relations & Development, University Communications, the Office of the Provost, the Office of Events and Ceremonies, the Office of Legal Counsel, and the CFO’s office. Reporting to the Associate Secretary of the University, the Boards and Councils Specialist will coordinate the preparation and production of materials for several boards and councils at the University, including the Board of Trustees. This individual will provide ongoing support and research for key events and meetings and the corresponding written materials, communications, and archiving. In addition to these tasks, the Boards and Councils specialist will assume overall responsibility for providing executive-level strategic and logistic administrative support to a variety of internal and external constituents.

Job FamilyAdministration & Management

Responsible for planning, directing, coordinating and managing daily operations individual organization units, clinical research facilities, centers or academic departments. Responsibilities are diverse and general in nature and may reflect more than one functional area.

Career Track and Job LevelBusiness Administrator

Manages the daily operations of an organizational unit within the University, primarily in the areas of financial, events, and support services management. May assist in developing and executing University's business plan. Develops and implements office procedures and policies and ensures compliance. Note that the M4 job level is restricted for Associate Deans (Chief of Staff for administrative units) and will reflect a direct reporting relationship into the Dean or Officer (limit one per unit). Business Administrators who report to the Deputy Dean or an AVP will either be aligned with the M3 job level, M2 job level, or transitioned into their respective functional area (i.e. IT, Communications).

P2: Requires knowledge and experience in own discipline; still acquiring higher-level knowledge and skills. Builds knowledge of the organization, processes and customers. Solves a range of straightforward problems. Analyzes possible solutions using standard procedures. Receives a moderate level of guidance and direction.

Role ImpactIndividual Contributor

ResponsibilitiesThe job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit.

1) Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll, 2) Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects., 3) Assists in the monitoring of the various financial and budgetary activities, including vendors contracts.  Preparing and monitoring the budget for a unit., 4) Researches and analyzes data to create reports, and may create other reports for grants and contracts., 5) Performs other related work as needed.

Additional Responsibilities:

Boards & Councils Support:

1) Assist with preparation of strategic and logistical aspects of board and committee meetings including working with other units on agenda content, meeting materials, talking points, and annotated agendas for key board members and staff, as well as scheduling and calendaring.

2) Build and maintain excellent working relationships and open lines of communication with campus partners and offices.

3) Oversee production and mailing of printed materials for the Marine Biological Laboratory Board, the Baptist Theological Union Board of Trustees, the University Board of Trustees, and the Laboratory Schools Board.

4) Manage cross-divisional projects and tasks as needed, including correspondence and scheduling for various boards.

5) Research and draft memos, resolutions, reports, dockets, letters, as assigned.

6) Assist with oversight of membership processes for the Advisory Councils program and other boards and councils.

7) Perform detailed reviews and editing of documents representing the University.

8) Draft, edit, and manage communications to various constituents including external constituents, including on behalf of the Vice President and Secretary of the University.

9) Monitor, maintain, and update digital databases, websites, directories, and document archives.

10) Provide troubleshooting and technical support for several board websites.

11) Produce design templates for office brand consistency; maintain style guides.

12) As-assigned special projects.

13) As-assigned design projects, including signage, stationery, maps, invitations, seating cards, web graphics, letterhead, envelopes, and other print and digital products.

Event Planning and Administrative Support:

1) Assess vendor capability and expertise; source and contract vendors for special events.

2) Assist with the development and coordination of special events and VIP visits, including arranging meeting logistics, purchasing supplies, and catering.

3) Provide on-site support to ensure successful execution of events as necessary.

4) Provide Convocation support and on-site staffing.

5) Scheduling individual and group meetings on and off campus.

6) Screen, direct, and respond to confidential communications with the utmost courtesy and professionalism.

7) Answer telephones and respond to routine and unusual inquiries.

Unit-preferred Competencies:

1) Exceptional oral, written, and interpersonal communication skills.

2) Exceptional organizational skills and keen attention to accuracy and detail.

3) Exceptional time management and follow-up skills.

4) Ability to work independently and to manage, prioritize, and accurately complete multiple tasks and projects.

5) Ability to maintain confidentiality, exercise judgment, and discretion.

6) Ability to communicate with maturity, tact, and courtesy towards Trustees, staff, visitors, and colleagues.

7) Ability to problem-solve, to function effectively in a fast-paced office environment, and to produce quality work on tight deadlines.

8) Ability to work occasional nights and weekends.

9) Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and various web browsers.

10) Proficiency on both Mac and PC computers.

11) Proficiency in HTML, Microsoft SharePoint, Adobe Acrobat, and Adobe Creative Suite.

12) Proficiency with information technology, including managing databases, maintaining websites, using mobile devices, and preparing graphics and publications.

13) Experience interacting with high-level constituents and volunteer leaders.

14) Strong communicator and collaborator who enjoys working both independently and on a team.

 

Education, Experience, and CertificationsMinimum requirements include a college or university degree in related field.

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Preferred Qualifications:

Education:

1) Bachelor’s degree

Experience:

1) At least three- to five-years work experience.

2) Experience providing support for high-level executives, a board of trustees or board of directors, or direct experience with institutional governance.

3) Experience in higher-education setting, or similar non-profit setting.

Required Documents:

1) Cover Letter

2) Resume

3) References

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

FLSA StatusExempt

Pay FrequencyMonthly

Pay GradeDepends on Qualifications

Scheduled Weekly Hours37.5

Benefits EligibleYes

Drug Test RequiredNo

Health Screen RequiredNo

Motor Vehicle Record Inquiry RequiredNo

Posting Date2019-04-01-07:00

Remove from Posting On or Before2019-10-01-07:00

Posting StatementThe 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.