Executive Administrative Assistant

Department
 

BSD CTD - Administration

About the Department
 

The Center for Translational Data Science (CTDS) at the University of Chicago is a research center whose mission is to develop the discipline of translational data science to impactful problems in biology, medicine, healthcare, and the environment. We envision a world in which researchers have ready access to the data needed and the tools required to make data driven discoveries that increase our scientific knowledge and improve the quality of life. We architect ecosystems of large-scale commons of research data, computing resources, applications, tools, and services for the broader research community to use data at scale to pursue scientific inquiry and accelerate discovery. Learn more at https://gdc.cancer.gov/, https://gen3.org/, https://stats.gen3.org/, and https://ctds.uchicago.edu/.

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.

The Executive Administrative Assistant provides high-level administrative support to the Director of the Center for Translational Data Science. This role involves managing daily calendars, organizing projects, and drafting correspondence while ensuring the smooth operation of the Center’s office environment. Key responsibilities include prioritizing and managing competing requests, proactively securing resources, resolving issues using independent judgment, and acting as a liaison with various university entities, Center leadership, and external collaborators and sponsors. The ideal candidate is a proactive, detail-oriented self-starter with excellent organizational skills, capable of handling multiple projects from concept to completion while maintaining confidentiality and discretion in a fast-paced environment.

Responsibilities

• Provides comprehensive advanced administrative support to the Center's faculty director and senior leadership for a diverse set of activities.

• Implements, oversees, and acts as gatekeeper for all aspects of scheduling for the Center’s faculty director.

• Represents the Director, Center, and University well in all internal and external verbal, written, and in-person correspondence. Builds relationships with a diverse set of vested parties and collaborators.

• Responds to inquiries and triages various avenues of correspondence, resolving routine and complex issues as needed.

• Researches, compiles, and analyzes data to prepare or create letters, reports, and other documents. Assists with the composition, editing, and proofing of scientific and/or technical documents including grants and manuscripts.

• Organizes and executes select Center projects, research programs, events, and data science initiatives.  Works across technical and scientific teams to act as a liaison between the programmatic team and program participants.

• Manages expense reports and assists with budget monitoring and reconciliation.

• Oversees and maintains physical office space across multiple locations, including ordering equipment and supplies and coordinating with building or university facilities on repairs and upgrades.

• Serves on-site staff and manages on-site administrative functions 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.

• 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