Executive Assistant

Department
BSD DIV - Offices of the Dean
About the Department
Advance your career by joining our team! We support University of Chicago researchers and physicians at the forefront of science and modern medicine.
The Biological Sciences Division (BSD) is the largest academic unit of the University of Chicago. Established in 1930, the BSD is comprised of faculty, staff, and administrative leaders across clinical and basic science units. In this unique academic community, the BSD delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences as well as providing outstanding patient care and world-renowned research in the life sciences. Our team includes 135 faculty within the 10 basic science departments, over 800 faculty across 13 clinical departments, and 2400 staff members supporting faculty and researchers across the BSD departments and Pritzker School of Medicine (PSOM). Our faculty researchers and faculty physicians work in collaboration with the University of Chicago Medical Center (UCMC) to provide world renown patient care and to address the world's most pressing medical challenges.
The Biological Sciences Division is located on the beautiful Hyde Park campus of the University of Chicago, 20 minutes south of downtown Chicago.
Job Summary
The Executive Assistant supports the Executive Vice President for Medical Affairs and Dean of the Biological Sciences Division. This position provides high-level administrative support and proactively relieves the Dean of administrative detail by efficiently and independently performing all duties. The incumbent will manage a variety of office operations helping the Dean accomplish strategic goals impacting the larger University community.
This role demands a high level of discretion and confidentiality.
Responsibilities

• Maintains the Dean's complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the executive's time. Confirms all meetings, necessary materials, and meeting locations in advance. Arranges complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Manages the daily operations of the office, maintain files and processes mail. Drafts, edits, and prepares presentations and communications ensuring their executive is prepared with meetings materials and presentations, pertinent information and/or statistics.
• Develop a firm grasp of the strategic contacts, relationships, and initiatives important to the Office to manage scheduling and communication, apprising the Dean and the Chief of Staff of issues when necessary.
• Manage meeting logistics for the Dean, including agenda and meeting materials development and distribution, room reservations, and catering needs, to ensure that the Dean is well-prepared and meeting logistics run smoothly.
• Fields patient complaint calls in a professional and compassionate manner when they reach the Dean's, Provost's, or President's office. Triage and delegate to appropriate parties as warranted.
• Maintains regular contact with all levels of management and staff within the Medical Center, University and BSD by gathering data, relaying messages, obtaining information, etc., and maintains confidentiality of reports, documents, and records including personnel files, staffing, and position control records, financial reports, project/proposal reports, financial plans, and operating strategies.
• Completes a wide range /variety of word processing/spreadsheet/power point tasks in final form, which is often confidential in nature and may require, data manipulation, and proofreading and/or grammatical changes for accuracy.
• Works closely with the President's Executive Assistant and provides support to the President when their Executive Assistant is away.
• Prepare documents and items for review and signature.
• Performs other related work or projects 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 10+ years of work experience in a related job discipline.
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Certifications:
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Preferred Qualifications
Experience:

• Demonstrated ability to independently undertake and complete complex and detailed administrative projects.
• Prior experience as an Executive Assistant in an academic environment or healthcare executive setting.
• Experience preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.
• Experience preparing presentations decks for executive leadership.
• Experience creating, editing, proofing, and sending executive communication on behalf of supported offices.
• Experience reconciling budgets, tracking expenses, and providing timely updates on office expense management including monthly and quarterly tracking reports.
• Experience with Project Management methodologies.
• Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.

Preferred Competencies

• Ability to handle highly confidential and sensitive materials and situations.
• Ability to interact comfortably with senior executives, faculty, and staff.
• Ability to develop collaborative relationships throughout the University community.
• Ability to effectively represent the mission, values and strategic plan of the organization and leaders through work products, efforts, and communication.
• Ability to manage and organize ad hoc projects to support processes and workflows for the HR and OAA teams.
• Ability to be reliable, driven and results oriented.
• Strong organizational, communication and interpersonal skills.

Application Documents

• Resume (required)
• Cover Letter (preferred)

When applying, the document(s) MUST be 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
40
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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