Executive Administrative Assistant
The University of Chicago

Job Info

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Department

BSD CTD - Administration

About the Department

The Center for Translational Data Science (CTDS) at the University of Chicago is a research center whose mission is to develop the discipline of translational data science to impactful problems in biology, medicine, healthcare, and the environment. We envision a world in which researchers have ready access to the data needed and the tools required to make data driven discoveries that increase our scientific knowledge and improve the quality of life. We architect ecosystems of large-scale commons of research data, computing resources, applications, tools, and services for the broader research community to use data at scale to pursue scientific inquiry and accelerate discovery. Learn more at https://gdc.cancer.gov/, https://gen3.org/, https://stats.gen3.org/, and https://ctds.uchicago.edu/.

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 provides high-level administrative support to the Director of the Center for Translational Data Science. This role involves managing daily calendars, organizing projects, and drafting correspondence while ensuring the smooth operation of the Center's office environment. Key responsibilities include prioritizing and managing competing requests, proactively securing resources, resolving issues using independent judgment, and acting as a liaison with various university entities, Center leadership, and external collaborators and sponsors. The ideal candidate is a proactive, detail-oriented self-starter with excellent organizational skills, capable of handling multiple projects from concept to completion while maintaining confidentiality and discretion in a fast-paced environment.

Responsibilities

• Provides comprehensive advanced administrative support to the Center's faculty director and senior leadership for a diverse set of activities.
  
• Implements, oversees, and acts as gatekeeper for all aspects of scheduling for the Center's faculty director.
  
• Represents the Director, Center, and University well in all internal and external verbal, written, and in-person correspondence. Builds relationships with a diverse set of vested parties and collaborators.
  
• Responds to inquiries and triages various avenues of correspondence, resolving routine and complex issues as needed.
  
• Researches, compiles, and analyzes data to prepare or create letters, reports, and other documents. Assists with the composition, editing, and proofing of scientific and/or technical documents including grants and manuscripts.
  
• Organizes and executes select Center projects, research programs, events, and data science initiatives. Works across technical and scientific teams to act as a liaison between the programmatic team and program participants.
  
• Manages expense reports and assists with budget monitoring and reconciliation.
  
• Oversees and maintains physical office space across multiple locations, including ordering equipment and supplies and coordinating with building or university facilities on repairs and upgrades.
  
• Serves on-site staff and manages on-site administrative functions as needed.
  
• 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.
  
• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
  
• 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).
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Work Experience:
Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
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Certifications:

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Preferred Qualifications

Experience:

• Seven years of senior-level administrative support experience in academic and healthcare environments.
  
• Expertise in scheduling and preparing leaders for meetings, events, interviews, and ongoing commitments to supporting a hybrid workforce.
  
• Proficient in creating, editing, and distributing executive communications, including presentation decks for leadership.
  
• Strong experience in reconciling budgets and tracking expenses, with timely updates and collaboration on office financial management.
  
• Familiarity with project management methodologies to enhance workflow and efficiency.
  
• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and Google Suite (Docs, Sheets, etc.).
  
• Collaborative, solutions-oriented approach to addressing organizational challenges and optimizing processes.
  

Preferred Competencies

• Ability to handle highly sensitive materials and situations with discretion.
  
• Excellent oral and written communication skills, with the ability to interact comfortably with senior leadership, faculty, staff, and diverse collaborators.
  
• Proven ability to develop collaborative relationships throughout a university community.
  
• Strong organizational skills with experience managing multiple projects and deadlines effectively.
  
• Competent in managing and organizing ad hoc projects to support workflows and processes.
  
• Driven and results-oriented, demonstrating reliability in all tasks.
  
• Excellent customer service and interpersonal skills, with experience working both independently and as part of a team.
  
• Ability to use appropriate resources to resolve issues and triage challenges as they arise.
  
• Experience working with senior leadership in academic and healthcare settings, demonstrating a flexible approach to changing priorities.
  

Working Conditions

• Office/hybrid environment.
  

Application Documents

• Resume (required)
  
• Cover Letter (preferred)
  

When applying, the document(s) MUSTbe 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

40

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.

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