Department
 

Office of the Executive Vice President

About the Department
 

The Office of the Vice President for Operations supports the highest ambitions of the University’s teaching and learning, research, and engagement goals with the mandate to oversee enabling infrastructure of the University including the built environment, technology, and human resources organizations. In support of faculty, students, and staff, the Office of the Vice President for Operations prioritizes an exceptional level of service and delivery of robust business practices that steward the University’s infrastructure resources efficiently and contributes to the long-range planning and culture of the University.

Job Summary
 

The Executive Assistant provides advanced, diversified, and confidential administrative support to the Vice President, Operations of the University. Manages office operations to help accomplish the strategic goals of the Vice President that impacts the larger University community.

The Executive Assistant to the Vice President, Operations directs the administrative support operations of an executive's office and provides administrative assistance to the executive. Additionally, the EA is responsible for planning and managing the day-to-day operations and reception of the office. Relieves executive of as much administrative detail as possible, either by providing or appropriately delegating to support staff all administrative support. Manages communication for the executive, representing the executive to other University executives, other University offices and outside agencies. Oversees preparation of correspondence and other written material. Ensures all inquiries are routed appropriately and in a timely manner. Maintains the executive's calendar, exercising considerable discretion and judgment as to priorities and effective use of executive's time. Oversees scheduling and coordination of meetings, conferences, and special events, ensuring the executive is prepared through compiling data, statistics, and other information and materials. Coordinates complex travel arrangements for executive, ensuring that all necessary reservations, agendas and briefings are assembled and prepares the itinerary. Interprets requests and helps implement action, routing or delegating to the appropriate administrator for important or urgent matters. Manages special projects as directed by the executive.

Responsibilities

Acts as a communications specialist for the Vice President and their staff through preparation of a wide variety of correspondence including memos, letters and reports under own signature or for signature of the Vice President and ensures appropriate handling of confidential material.

Assists with the preparation, writing, editing, compilation, and dissemination of meeting agendas and materials for the Board and other committees and working groups as needed.

Provides complex and confidential administrative assistance to the Vice President.

Manages the Vice President’s calendar by exercising considerable judgment as to the optimal use of their time, acting as the gateway to the Vice President.

Operates at the highest level of confidentiality about personnel and financial matters and deftly manages unique situations with discretion.

Processes business transactions, A/P entries, and manages operational items.

Prioritizes planned and unexpected matters that require attention and decisions of the Vice President.

Interprets requests and implements action, deciding on whether the Vice President should be notified of important or emergency matters.

Ensures the Vice President is prepared for meetings and other events by gathering relevant data, statistics, meeting materials and other pertinent information.

Coordinates information flow from the Vice President's office, triaging emails and telephone calls for action and follow-up as appropriate to ensure complete and timely responses.

Structures and manages the Vice President's electronic shared folders to collaborate efficiently on communications and document preparation and ensures the orderly placement of files on the shared server; acts as a liaison between the Vice President and other University executives and offices with tact, courtesy, and confidentiality; plans and manages selected special events for the Vice President; manages special projects as directed by the Vice President.

Updates organizational lists for the Vice President’s Office, Centers and Committees.

Manages and tracks monthly projects for the Vice President's Office.

Provides high-level administrative support for a Vice President of the University. Proactively relieves the Vice President of as much administrative detail as possible by efficiently and independently performing all duties. Manages the daily operations of the office and reception for the office, maintain files and processes mail for their executive. Drafts, edits, and prepares presentations and communications ensuring their executive is prepared with meetings materials and presentations, pertinent information and/or statistics.

Maintains the Dean or Officer’s complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the executive’s time. Confirms all meetings, necessary materials, and meeting locations in advance. Reviews upcoming meetings and events weekly with their executive. Arranges complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

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 10+ years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

Bachelor's degree strongly preferred.

Technical Skills or Knowledge:

Proficient in Microsoft Office Suite and other relevant software.

Preferred Competencies

Office Management-Skills in maintaining efficient office workflows and organization.

Communication Skills-Competence in preparing, writing, editing, and disseminating various types of correspondence and reports.

Project Management-Capability to prioritize and delegate tasks effectively.

Data Management-Proficiency in maintaining accurate and up-to-date organizational lists and documents.

Meeting and Event Preparation-Competence in planning and managing strategic meetings and special events.

Confidentiality and Discretion-Expertise in handling confidential personnel and financial matters with utmost discretion and professionalism.

Interpersonal Skills-Ability to represent the Vice President with tact, courtesy, and professionalism.

Detail Orientation-Precision in drafting, editing, and preparing documents, presentations, and communications.  Attention to detail in managing complex scheduling and travel arrangements.

Adaptability and Flexibility-Capability to handle a wide range of responsibilities and adjust to changing priorities and tasks.

Working Conditions

Office environment.

Work may require availability outside of regular business hours.

Application Documents

Resume (required)

Cover Letter (required)

3 References (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
 

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.

 

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.