Provides confidential and high-level administrative support Director(s). Stay informed of activities relating to University programs and initiatives, apprising the Director of issues when deemed necessary. Coordinate information flow from the Director(s) office to University. Relieve the Director(s) of administrative responsibilities.
Answers, screens, and directs written and verbal communications on behalf of the Director(s) with utmost professionalism and confidentiality. Triages emails and telephone calls for action. Initiates correspondence and other written materials under own signature or for signature of the Director(s). Resolves routine and complex inquiries.
Provides complete and strategic oversight of schedule and engagements including triaging, stewarding, and confirming internal and external invitations; development and communication of agenda(s) and meeting expectations; and follow-up with meeting participants for resulting deliverables. May also gather relevant event details for promotion, including guest attendance, media galleries (videos and photographs), press list, etc. for stewardship and to maximize the Director's participation and exposure.
Manages speaking and media requests. This includes screening domestic and
International requests accepted via email or through form submissions from website (e.g. interviews, speeches) in collaboration with administrative leadership and with support from a public relations firm and/or communications consultant.
Independently secures domestic and international travel arrangements including associated visa(s), airfare and ground transportation, hotel, and payment and/or reimbursement, in accordance with Directorâ™s preferences and University policies.
Provides fiscal assistance to Director(s) including soliciting and processing travel reimbursements, honoraria and other internal and external receivables, and ensure timely dispersal of obligated payments. Must employ discretion when handling sensitive information.
Accountable for tracking Director(s) external, internal, and publication related deadlines.
Guides daily and/or special, high-priority requests from Director to completion. This includes immediate action items, recurring projects (e.g., recommendation letters for graduate students), and/or ad-hoc projects.
Aids in stewarding relationships with CEHDâ™s expansive network of affiliates as well as (potential) funders/donors. Identify opportunities, within the scope of the role, for leadership to advance relationships and promote CEHD work and accomplishments.
Executes weekly Lifecycle Working Group workshop each Fall, Winter, and Spring quarter (https://cehd.uchicago.edu/LWG). Responsible for full logistical lifecycle (i.e., secure speaker(s), liaise with stakeholders, arrange travel and hotel, book space and catering, gather an audience, coordinate on-site delivery, prepare and reconcile budget, report post-event, etc.). May also manage special events organized by the Director(s).
May occasionally host academic visitors invited by the Director (e.g., faculty, scientists, graduate students, etc.) for short-term collaborative stays. Must secure University appointment(s), oversee visit logistics (e.g., travel, hotel, visa, office space), and facilitate engagement with the local research community.
Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
Performs other related work as needed.
High School Diploma.
3-5 years experience in higher education administration.
Technical Skills or Knowledge:
Experience with other software applications (e.g., G Suite, Outlook, Adobe Acrobat).
Proficiency with word processing and spreadsheet applications required (e.g., Microsoft Office Suite).
Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Considerable skill in working both independently and as a team member.
Ability to take initiative and organize and complete projects with minimal supervision.
Ability to use appropriate resources to resolve an issue.
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.
Excellent problem-solving skills.
Ability to follow an issue through to resolution.
Ability to monitor email outside of business hours.
Cover letter (required)
References (3) (required)
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