Department

PME Dean's Administration

About the Department

The Pritzker School of Molecular Engineering (PME) was established in May 2019 and evolved from the Institute for Molecular Engineering, 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 through the University of Chicago’s unique partnership with Argonne National Laboratory.

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 phase of growth 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

The Executive Assistant reports jointly to the Dean of the Pritzker School of Molecular Engineering and the Chief of Staff. Performs advanced, diversified, and highly confidential administrative support for the Dean of the PME and up to two additional executive leaders.

Proactively relieves the Dean of as much administrative detail as possible by using sound independent judgement providing exception support and project assistance, including scheduling, and coordinating high-priority meetings, running special events, and maintaining the calendar, while upholding confidentiality and exercising discretion in handling sensitive matters. Partners and collaborates with the Chief of Staff to advance the work of the Dean and the PME.

Responsibilities

Manages all business matters related to the Dean. Anticipates the needs of the Dean and takes initiative to meet them. Ensures the Dean is well prepared for all meetings, events, and presentations by crafting required materials and having pertinent information readily available for the Dean as needed.Provides high-level, complete, strategic oversight of schedule and engagements including triaging and confirming internal and external invitations; development and communication of agenda and meeting expectations; and leading follow-up with meeting participants for resulting deliverables.Independently manages the Dean’s complex and active calendar, complex travel reservations and logistics. Exercises considerable judgment and problem-solving itinerary changes or challenges accommodating unanticipated events/developments as they arise to prioritize and ensure the effective use of the Dean’s time.Guides projects to completion and solves problems for the Dean using available resources, savvy, and discernment.Organizes on- and off-campus meeting logistics and events for the Dean, including agenda and meeting materials development and distribution, managing attendance, making room reservations, and handling catering needs. Identifies clear meetings purpose/objectives, validates attendee lists/notifications, communicates required prework/deliverables, and manages necessary follow-ups. Develops a firm grasp of the strategic contacts, relationships, and initiatives important to the Dean and the Dean’s Office to manage scheduling and communication, apprising the Dean and the Chief of Staff of issues as necessary.Monitors the Dean’s internal and external communications; handles sensitive written and telephone communications effectively in a professional manner at all times by answering, screening, triaging, and directing communications with utmost courtesy, professionalism, and confidentiality. Composes and edits emails, letters, memos, reports and meeting agendas.Initiates correspondence and other written materials under own signature or for signature of the Dean. Manages all day-to-day finances, reimbursements, and reconciliation of expense reports for the Dean on an ongoing basis.Provides some confidential and high-level administrative support for the Chief of Staff. Independently manages the front desk’s day-to day-operations for the Dean’s Office and provides excellent service to guests both in person and via phone. Troubleshoots issues and questions as they arise.Serves as liaison for the Dean’s research group, including personnel actions, onboarding, purchasing, reimbursements, accounts payable, space assignments, and requesting building and lab access.Works with partners across the University, the Medical Center, laboratory affiliates, and external partners to coordinate the Dean or Officer’s strategic meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others.Independently manages, oversees and implements projects as directed by their Dean or Officer’s vision. Prepares and maintains sensitive project plans, budgets, and requirements often with deadline pressures. Tracks progress, solves problems, and provides regular updates to their executive.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 Qualifications

Education:

Bachelor’s degree.

Experience:

Extensive senior-level administrative experience.Background working in higher education and in a high-level executive setting.Familiarity with a complex research university environment and working in an academic unit.

Technical Skills or Knowledge:

Proficiency with Microsoft Office Suite, Zoom, Adobe Acrobat, financial reporting systems.

Preferred Competencies

Demonstrated ability to develop collaborative relationships throughout the University community and handle public contacts with courtesy, clarity, and diplomacy.Demonstrated ability to multitask and meet deadlines in a challenging, fast-paced work environment.Demonstrated ability to use sound judgement, anticipate potential problems and address them before they arise.Exceptional attention to detail and complete tasks thoroughly and with accuracy.Acumen to interact with a diverse and distinguished range of colleagues and visitors.Excellent oral and written communication skills.Excellent interpersonal and customer service skills.Considerable skill in working both independently and as a team member.Take initiative and organize and complete projects with minimal supervision.

Working Conditions

Occasional evening and weekends.Standard office environment, fast-paced.Sit for 4-6 hours.Lift and/move objects up to 20 lbs.

Application Documents

Resume/CV (required)Cover Letter (required)References Contact Information (3)(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

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

$67,277.00 - $80,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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.

 

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