Executive Assistant for Academic Leadership
The University of Chicago

Department

Harris School Faculty and Academic Affairs

About the Department

Why Policy? For a better world. Why Harris Public Policy? Because when it comes to better policymaking, evidence matters. We work at the frontiers of data collection and analysis, using the latest technology and social science methods to design policies that work for society. We conduct rigorous inquiry in an environment of innovation and risk taking. We collaborate across the private, public, and nonprofit sectors, adopting new methodologies to drive better solutions. We engage with our city, our world, and our leaders every day to evaluate and test our ideas. And we lead with our passion for driving social change, knowing that passion alone does not equal impact.

Job Summary

Reporting to the Deputy Dean of Academic Programs and Deputy Dean for Faculty Research of the Harris School of Public Policy, the Executive Assistant will oversee and provide communication, task prioritization, project management, and complex administrative support to the Deputy Deans. The Executive Assistant to the Deputy Dean plays a critical role in ensuring a smooth and efficient operation. This position requires a highly organized, proactive, and detail-oriented individual who can manage a variety of administrative tasks while maintaining a high level of professionalism and confidentiality. The Executive Assistant will act as a key liaison between the Deputy Dean and internal/external stakeholders, manage complex schedules, and support various strategic initiatives within the department.

Responsibilities

• Provide high-level administrative support for the Deputy Dean of Academic Programs and Deputy Dean for Faculty and Research. This includes, but is not limited to: coordinating daily schedules, maintaining calendars, scheduling meetings, and arranging travel.
  
• Plan and organize internal and external meetings. This includes identifying and booking meeting space, ordering refreshments, preparing agendas, and other related materials.
  
• Contribute to various special projects.
  
• Manage student reference letter requests for Deputy Deans.
  
• Coordinate with Deputy Dean of Curriculum and Academic Programs and Harris School Registrar to maintain the School's teaching spreadsheet.
  
• Manage expense reports (GEMS/Concur), order books and supplies, process reimbursements and process department payable invoices (Oracle Procurement).
  
• Provide administrative assistance to school-wide faculty committees, as needed.
  
• Provide administrative assistance to other faculty leadership, as needed.
  
• 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.
  
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
  
• 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.
  
• Perform 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.
  

Preferred Competencies

• Strong written communication skills.
  
• Ability to tailor communications to a variety of audiences (faculty, students, staff, external stakeholders).
  
• Ability to work independently, problem solve, and manage multiple, concurrent tasks.
  
• Ability to exercise considerable discretion and judgment.
  
• Excellent organization skills and attention to details.
  
• High level of professionalism and the ability to maintain confidentiality.
  
• Demonstrated time management and project management skills.
  
• Excellent computer skills including proficiency with Microsoft Office, Excel, Adobe Acrobat.
  
• Considerable skill in working both independently and as a team member.
  
• Ability to use appropriate resources to resolve an issue.
  
• Ability to take initiative, organize, and complete projects with minimal supervision.
  

Working Conditions

• Hybrid work schedule.
  

Application Documents:

• Resume/CV (required)
  
• Cover Letter (required)
  
• References (3) (required)
  
• Writing sample (preferred, but optional)
  

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.

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.

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