1) Performs administrative functions in support of the Associate Vice President with careful attention to detail, complete confidentiality, a positive attitude, and discerning judgment.
2) Manage the day-to-day reception and meetings, ensuring activities run as planned each day and adapting his schedule in response to last-minute issues or unforeseen situations.
3) Coordinate all briefings and meeting materials for internal and external activities; request, collect, review, and print all documents to ensure the AVP is well prepared for all meetings and events.
4) Work with offices across the University, the Medical Center, National Laboratories, and external organizations to coordinate a complex and fluid schedule of meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, faculty, and others.
5) Identify and track speaking engagements; work closely with the Polsky Marketing and Communications team to prepare briefing and/or presentation; act as the liaison between the AVP and host units and organizations regarding briefing documents, event logistics, and the preparation of remarks.
6) Coordinate, book, and prepare itineraries and briefing materials for travel.
7) Handle all day-to-day financial transactions through the Universityâ™s online systems, including, but not limited to: ordering supplies through the Universityâ™s purchasing site, processing invoices for external vendors, and reconciling expense reports on an ongoing basis.
8) Schedule transportation, as needed.
9) Prepare documents and items for signature, as needed.
10) Track and update invitation acceptances and regrets.
1) Exceptional attention to detail and ability to complete tasks thoroughly and with accuracy.
2) Positive, service-oriented attitude and courteous demeanor.
3) Demonstrated ability to multitask and meet deadlines in a challenging, fast-paced work environment.
4) Sound judgment and the ability to anticipate potential problems and address them before they arise.
5) Acumen to interact with a diverse and distinguished range of colleagues and visitors, including trustees, donors, visiting dignitaries, elected officials, as well as faculty and University leaders.
6) Handle sensitive and confidential situations and information with absolute discretion.
7) Willingness to monitoring email, and respond as needed, during evenings and weekends.
8) Excellent oral and written communication skills.
9) Highly-motivated and enthusiastic professional with proven experience and enjoys working in a collaborative environment.
1) Work 9:00 a.m. until 5:30 pm schedule, and occasionally begin as early as 7:00 am.
1) Knowledge and skills developed through 3-5 years of work experience in a similar position.
2) Proficiency with Microsoft Office Suite, Adobe Acrobat, financial reporting systems, and online databases.
3) Experience working in higher education and with a high-level executive.
4) Familiarity with the University of Chicago.
2) Cover letter
3) Reference Contact List
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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 the Applicant Inquiry Form.
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Internal Number: JR07325
About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.