Executive Assistant to the Dean

Department
 

University of Chicago Social Sciences Division

About the Department
 

This position will be held in the Dean's Office of the Social Sciences and provides direct support that contributes to the success of the Dean. The Division of the Social Sciences play a critical role in supporting an interconnected community of scholars that extend across disciplines; encompass faculty, students, alumni; and extend to the community of social scientists across the University of Chicago.

Job Summary
 

The job provides advanced, diversified, and confidential administrative support to a Dean or Officer of the University. Manages office operations to help accomplish the strategic goals of the Dean or Officer that impacts the larger University community.

The Executive Assistant to the Dean directs the administrative support operations of an executive's office and provides administrative assistance to the executive. Relieves executive of as much administrative detail as possible, either by providing or appropriately delegating to support staff all administrative support. Manages communication for the executive, representing the executive to other University executives, other University offices and outside agencies. Oversees preparation of correspondence and other written material. Ensures all inquiries are routed appropriately and in a timely manner. Maintains the executive's calendar, exercising considerable discretion and judgment as to priorities and effective use of executive's time. Oversees scheduling and coordination of meetings, conferences, and special events, ensuring the executive is prepared through compiling data, statistics, and other information and materials. Coordinates complex travel arrangements for executive, ensuring that all necessary reservations, agendas and briefings are assembled and prepares the itinerary. Interprets requests and helps implement action, routing or delegating to the appropriate administrator for important or urgent matters. Manages special projects as directed by the executive.

Responsibilities

• Acts as a communications specialist for the Dean and his or her staff through preparation of a wide variety of correspondence including memos, letters and reports under own signature or for signature of the Dean and ensures appropriate handling of confidential material.

• Provides complex and confidential administrative assistance to the Dean, Associate Deans, and Deputy Deans.

• Manages the Dean's and Deputy Dean's calendar by exercising considerable judgment as to the optimal use of their time, acting as the gateway to the Dean.

• Operates at the highest level of confidentiality about personnel and financial matters and deftly manages unique situations with discretion.

• Relieves the Dean of as much administrative detail as possible, either by providing or appropriately delegating to support staff all administrative support.

• Prioritizes planned and unexpected matters that require attention and decisions of the Dean. Interprets requests and implements action, deciding on whether the Dean should be notified of important or emergency matters.

• Ensures the Dean is prepared for meetings and other events by gathering relevant data, statistics, meeting materials and other pertinent information.

• Makes and coordinates complex travel arrangements for the Dean, preparing the itinerary and ensuring that all necessary files, materials, and supplies are assembled, coordinating with other personnel as appropriate. Reconciles all travel expenses for the Dean.

• Coordinates information flow from the Dean's office, triaging emails and telephone calls for action and follow-up as appropriate to ensure complete and timely responses.

• Structures and manages the Dean's electronic shared folders to collaborate efficiently on communications and document preparation, and ensures the orderly placement of files on the shared server; acts as a liaison between the Dean and other University executives and offices with tact, courtesy, and confidentiality; plans and manages selected special events for the Dean; manages special projects as directed by the Dean and Deputy Dean.

• Updates organizational lists for the Dean’s Office, Centers and Committees.

• Manages and tracks monthly projects for the Dean's Office.

• Provides high-level administrative support for a Dean or Officer of the University. Proactively relieves the Dean or Officer of as much administrative detail as possible by efficiently and independently performing all duties. Manages the daily operations of the office, maintain files and processes mail for their executive. Drafts, edits, and prepares presentations and communications ensuring their executive is prepared with meetings materials and