Senior Executive Assistant and Office Administrator

Department

SING EVP Headquarters - Finance & Ops - CoS NL

About the Department

The Office of Science, Innovation, National Laboratories, and Global Initiatives collaborates with deans, faculty and other University leaders to shape the strategic scientific and technological direction of the University and supports its implementation through and across the Polsky Center for Entrepreneurship and Innovation, the UChicago Global Centers, and Argonne National Laboratory and Fermi National Accelerator Laboratory. The office also works in close collaboration with UChicago Research.

Job Summary

This role 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.

Responsibilities

• Manages calendar for the Chief Executive, Associate Vice President of Finance, Director of Strategic Initiatives and and other executive leaders as required, which involves exercising considerable discretion and judgment as to priorities and effective use of their time.
• Provides general administrative support for the ONL, wherever needed.
• Assists with travel requests and logistic coordination of senior executives.
• Assists in keeping all executives on schedule and preparing for meetings and events throughout the day.
• Prepares confidential correspondence.
• Manages a variety of special projects and events as assigned.
• Manages supply inventory, expense reporting, and minimal deliveries on campus.
• 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).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Competencies

• Excellent oral and written communication skills.
• Excellent interpersonal and customer service skills.
• Handle public contacts with courtesy, clarity and diplomacy.
• Handle sensitive and confidential situations and information with absolute discretion and tact.
• Maintain calm and courteous demeanor and work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Excellent problem-solving, organization and time management skills.
• Attention to detail. 
• Extreme discretion and confidentiality.
• Use appropriate resources to resolve an issue and follow an issue through to resolution.
• Considerable skill in working both independently and as a team member.
• Take initiative and organize and complete projects with minimal supervision.

Working Conditions

• Typical tasks use keyboarding; bending; stooping to reach files; light lifting; sitting; and standing.
• Some evening or weekend work may be required on occasion.

Application Documents

• Resume/CV (required)
• Cover Letter (required)

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

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$108,000.00 - $120,000.00

The included pay rate or range represents the University’s good faith estimate of the possi