*Please read the following Job Description carefully. Applicant who do not submit the required documents will not be considered further for this position.
Assistant to the Director of Presidential Support
Office of the President
The Assistant to the Director of Presidential Support performs administrative functions relating to the Office of the President with careful attention to detail, complete confidentiality, a positive attitude, and discerning judgment. The ideal candidate is a highly-motivated and enthusiastic professional who enjoys working in a collaborative, fast-paced, and deadline-oriented environment. The Assistant works under the leadership of the Director of Presidential Support and Executive Assistant to the President, and has a dual report to the Vice President and Chief of Staff in the Office of the President.
The primary focus of the position is to manage the presidentâ™s schedule of meetings with deans, officers, faculty, staff, and student body representatives, as well as the offices of University trustees, donors, civic and government leaders, and international guests, working under the day-to-day supervision of the Director/Executive Assistant. The position also includes a wide variety of other tasks that arise on an as needed basis. The Assistant to the Director will be expected to identify opportunities to adapt the execution of these tasks as the needs of the office evolve. It is especially critical that the Assistant to the Director be able to serve as the back-up for the Director/Executive Assistant when s/he is not in the office.
Serve as the regular back-up for the Director/Executive Assistant when s/he is unavailable, including each morning until s/he arrives and when s/he is out of the office for travel with the president, vacation, or any other absence.
Work with offices across the University, the Medical Center, laboratory affiliates, and external offices to coordinate the presidentâ™s complex and fluid schedule of meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others.
Assist the Director/Executive Assistant in preparing the president for each meeting and event in advance, utilizing information compiled by the appropriate offices.
Prepare for the presidentâ™s domestic and international travel by creating and submitting visa and passport applications, arranging plane, car, and other transportation, and compiling detailed itinerary and trip dossier with all necessary information.
Handle all day-to-day financial transactions for the Presidentâ™s Office 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.
Update and moderate multiple contact and email distribution lists both for office use and the Universityâ™s Listserv system, using discretion when approving messages for mailing and following guidelines established by the office when adding new members to lists.
Other duties as assigned/needed.
Exceptional attention to detail and ability to complete tasks thoroughly and with accuracy
Demonstrated ability to multitask and meet deadlines in a challenging, fast-paced work environment
Sound judgment and the ability to anticipate potential problems and solve them before they arise
Positive, service oriented attitude and courteous demeanor
Acumen to interact with a diverse and distinguished range of colleagues and visitors
Ability to handle sensitive and confidential situations and information with absolute discretion
Excellent oral and written communication skills
Proficiency with Microsoft Office Suite, Adobe Acrobat, and online databases required
Education and Experience:
Bachelorâ™s degree and 1-2 years of progressively responsible administrative experience required.
Experience working in higher education and a high-level executive setting preferred
Familiarity with the University of Chicago a plus
Applicants must submit a cover letter and resume to be considered further for this position.
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: JR00426
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