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Executive Assistant

The University of Chicago

Job Description


Department
 

PME Administrative Support Team


About the Department
 

The Pritzker School of Molecular Engineering (PME) was established in May 2019, having evolved from the Institute for Molecular Engineering, which was founded in 2011. The PME integrates science and engineering to address global challenges from the molecular level up. The PME’s rigorous academic and research programs are made possible in part through the University of Chicago’s unique partnership with Argonne National Laboratory, which constitutes an important aspect of PME’s operations. The Pritzker School of Molecular Engineering is the first new school at the University of Chicago in three decades and the first school in the nation dedicated to molecular engineering. In the next growth phase as a School, the PME will continue to expand its team of world-class faculty researchers and empower students from diverse backgrounds to collaborate with faculty in cutting-edge facilities. The PME aims to bring solutions for urgent societal problems to the forefront while training the next generation of scientific leaders and entrepreneurs.


Job Summary
 

This role is responsible for providing exceptional customer service to PME Executive Leadership, Faculty, Students and Staff. This position reports directly to PME’s Director of Administrative & Operational Support. This position independently handles a diverse range of administrative tasks to coordinate the unit’s day-to-day operations, special events, and seminars. The individual who holds this position must exhibit excellent customer service, professionalism, and alignment with the Pritzker School of Molecular Engineering’s mission, vision, and values. The job requires independent judgment and discretion to provide best-in-class confidential administrative support for high-profile faculty and senior leaders through myriad complex workflows and processes and under time, budgetary, and brand-reputational constraints.

Responsibilities

  • Assists and provides confidential and high-level administrative oversight for faculty and/or director/dean, including updating project plans and timelines, scheduling meetings, coordinating resources, and assisting with the creation and updating of tracking and reporting.
  • Updates and maintains faculty member’s CV (publication/bio-sketch, and other information) on a quarterly basis, as Federal and Non-Federal granting agencies require.
  • Manages administrative, expense and logistic support for the office suite, including but not limited to calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.
  • Preps, sets up, executes, and follows up on meetings off-site and team-based events for training, development, recognition, and other organizational initiatives.
  • Triages emails and telephone calls for action. Resolves routine and complex inquiries. Refers inquiries to the appropriate person and follows up to ensure complete and timely responses. Exercises professional judgment to interpret and communicate office policies and procedures.
  • Actively participates in monthly procurement meetings, and manages financial and budgetary activities, including preparing financial statements, projected lab spending, expense reconciliation, memos, invoices letters, and other documents.
  • Serves as liaison for postdoctoral researchers, research staff, and students within the labs, including elements of onboarding, space assignments, purchasing requests, reimbursements, and accounts payable. 
  • Responsible for planning and execution of various administrative tasks, including assisting with significant special projects and events; designing, producing, and copy-editing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties.
  • Serves as the primary point of contact for internal and external constituencies on all matters about the faculty and/or director/dean, including those of a highly confidential or critical nature.
  • Prioritizes and determines the appropriate course of action, referral, or response, exercising judgment to reflect UChicago/PME policy and procedures.
  • Facilitates sensitive Human Resource matters, including onboarding and off-boarding of lab personnel, with high confidentiality and discretion.
  • Contributes leadership to building relationships crucial to the success of the lab, PME, and UChicago and manages various special projects, some of which may have organizational and research impact.
  • Tracks and helps drive completion of key deliverables and follows up on outstanding items.
  • 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:

  • Prior experience as an executive assistant in an academic environment or healthcare executive setting.
  • Scheduling for multiple leaders, preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.
  • Preparing presentation decks for executive and academic leadership.
  • Creating, editing, proofing, and sending executive communication on behalf of supported offices.
  • Reconciling budgets, tracking expenses, and providing timely updates on office expense management, including monthly and quarterly tracking reports.

Technical Skills or Knowledge:

  • Experience with Project Management methodologies.
  • Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.

Preferred Competencies

  • Handle highly confidential and sensitive materials and situations.
  • Interact comfortably with senior executives, faculty, and staff.
  • Develop collaborative relationships throughout the University community.
  • Effectively represent the mission, values and strategic plan of the organization and leaders through work products, efforts, and communication.
  • Manage and organize ad hoc projects to support processes and workflows.

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


FLSA Status
 

Exempt


Pay Frequency
 

Monthly


Scheduled Weekly Hours
 

37.5


Benefits Eligible
 

Yes


Drug Test Required
 

No


Health Screen Required
 

No


Motor Vehicle Record Inquiry Required
 

No


Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.


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