Executive Administrative Assistant

Department

BSD OAA - Administrative Support

About the Department

The Biological Sciences Division (BSD) is the largest unit of the University. Established in 1930, the BSD is comprised of faculty and administrative leaders from the clinical and basic sciences. In this unique academic community, a unified division delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences together with outstanding patient care and world-renowned research. The BSD currently includes approximately 135 faculty in the 10 basic science departments, over 800 faculty in 13 clinical departments, and 2400 staff members. The BSD includes the Pritzker School of Medicine (PSOM), approximately 24 academic units, degree-granting committees, and research centers and institutes. The BSD is located on the University’s main campus in Hyde Park, 20 minutes south of downtown Chicago.

Job Summary

The job 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.

The Executive Administrative Assistant works within the Biological Sciences Division providing administrative support to designated executives or academic leaders in the Dean’s office with primary support for the Vice Deans of Academic Affairs and Community and Divisional Values. The position will also collaborate and support People Services projects and initiatives, including the Office of Academic Affairs and the Office of Faculty and Physician Recruitment and Onboarding. Additional responsibilities include working independently to organize activities and projects, drafting correspondence, and daily calendar management.

Responsibilities

• Assist and provide administrative oversight for relevant projects, including updating project plans and timelines, scheduling meetings, and coordinating resources.
• Responsible for administrative services and scheduling support for BSD-led faculty and physician recruitment.
• Responsible for planning and execution of deliverables for standing meetings and projects within the department, including COAP meeting scheduling and coordination.
• Provide and manage 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.
• Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.
• Organize and manage meetings, off-sites and team-based events for training, development, recognition, and other organizational initiatives.
• Track and help drive completion of key deliverables and follow up on outstanding items.
• Coordinate with staff on projects to help with goals and deliverables.
• Initiates correspondence and other written materials under own signature or for signature of the leader.
• 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.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader’s office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
• Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
• 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 de…