Executive Administrative Assistant

Department
 

BSD MIC - Administration

About the Department
 

The Department of Microbiology faculty researches a vast array of bacteria and viruses. We are a community of faculty, postdoctoral scholars, students, and staff committed to research and education in the field of microbiology. Our faculty conduct interdisciplinary research that advances the study of microbes and microbial diseases. Basic research in Microbiology underwrites out effort for eradication of important pathogens, prevention of human diseases, development of gene therapies and the evolution of new strategies for personalized medicine. We are also committed to training the next generation of scientists.

Job Summary
 

The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

This position will provide administrative support for the Department of Microbiology Chair. This includes scheduling, drafting documents, booking travel, reimbursing travel, and other duties as assigned.

Responsibilities

• Assist with multiple administrative grant activities such as, scheduling appointments, respond to e-mails, draft memos, and travel booking.

• Serve as a liaison between the Chair and the Department as well as other professional contacts.

• 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.

• 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.

• 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

Experience:

• Experience in a higher education institution and/or a medical center.

​Preferred Competencies

• Excellent written and oral communication.

• Organization.

• Problem-solving.

• Collaboration.

• Attention to detail.

• Able to work autonomously.

• Skills with a wide variety of digital collaboration tools (Zoom, MS Teams, Slack, etc.).

• Proficiency with MS Office suite.

Working Conditions

• Office Environment.

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