Executive Assistant
The University of Chicago

Department

BSD MED - Genetic Medicine

About the Department

This position is the for the new Center for Chemical Biology and Therapeutics, which aims to promote interdisciplinary research and translational research to advance human medicine. The Center will organize symposiums, workshops, monthly faculty meeting to promote interdisciplinary collaboration. The Center will build a Medicinal Chemistry Core Facility to help labs on campus to develop drug candidates against the targets they are interested in. The Center will also help to establish a Chemical Biology, Biotechnology, and Therapeutics graduate program in BSD. The executive assistant will serve all three functions of the Center. The Center will be codirected by Dr. Hening Lin with help from Dr. Chuan He.

Job Summary

The Executive Assistant will perform advanced, diversified, and confidential administrative support for the co-directors of the Center.

Responsibilities

• Organizing monthly faculty meetings. This involves contacting all members to schedule the meeting, reserving rooms, ordering drink/food for the meeting, and sending out reminder emails.
  
• Organizing yearly symposium. This including drafting and sending emails to potential speakers, helping speakers' travel arrangement, drafting the agenda of the symposium, handling registration and other logistics of the symposium.
  
• Ordering supplies for the Medicinal Chemistry Core Facility, including solvents, reagents, glassware, and other consumables.
  
• Prepare special reports and summaries, assists in managing daily operation of the Center, and may assist in developing administrative goals and policies.
  
• Manage the Center Director's calendar.
  
• Refer inquiries to the appropriate person and follows up to ensure complete and timely responses.
  
• Coordinates special projects as directed by the Director. Prepares write ups for recommendations for operational and administrative problems. Help manage the Center's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
  
• Work with the Graduate School and assist the Director of Graduate Studies to manage graduate applications, coordinate visiting weekend, recruitment effort and organize faculty meetings/work-in-progress for the Chemical Biology, Biotechnology, and Therapeutics Program.
  
• Maintain the Center's calendar, exercising considerable discretion and judgment as to priorities and effective use of the Director and Medical Chemistry Core Facility Director's time.
  
• 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.
  
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
  
• Performs other related work as needed.
  

Minimum Qualifications

Education:
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
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Work Experience:
Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
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Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree in relevant field.
  

Experience:

• Relevant administrative experience.
  

Preferred Competencies

• Excellent verbal and written communication skills.
  
• Excellent interpersonal and customer service skills.
  
• Excellent organizational skills, ability to maintain files.
  
• Proficiency with word processing applications, preparing presentations, spreadsheets and databases.
  
• Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
  
• Ability to exercise sound judgment and excellent problem-solving skills.
  
• Attention to detail and proofreading skills.
  
• Ability to exercise flexibility and contribute to the overall work of the team.
  
• Considerable skill in working both independently and as a team member.
  
• Ability to take initiative.
  
• Familiarity with administration within a research university environment.
  

Application Documents

• Resume/CV (required)
  
• Cover Letter (required)
  

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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