Director, Administrative Support at The University of Chicago in Chicago, Illinois

Job Description:

Department



EPIC - Adminstration and Operations



About the Department



The University of Chicago Institute for Climate and Energy (CEI) is a groundbreaking effort uniting faculty from across the university to advance society's understanding of our energy and climate future. The Institute combines faculty insights in energy markets and policy, climate systems engineering, and energy technology to produce world-changing ideas while also investing in the next generation of energy and climate thinkers, leaders, and innovators through novel educational programs.



Job Summary



The Director of Administrative Support will offer comprehensive, high-level administrative assistance to the Faculty Director, ensuring the seamless and efficient operation of all administrative functions within the office. This role includes supervising the Executive Assistant, managing office operations for the Faculty Director, and coordinating administrative efforts that align with and support the strategic goals of the office.



Responsibilities

• Oversees daily administrative operations, ensuring efficient workflows and timely completion of tasks.


• Manages the Executive Assistant, providing guidance and support.


• Stays informed of activities related to University programs and initiatives, apprising faculty of relevant issues.


• Provides strategic oversight of schedule and engagements, including triaging and confirming internal and external invitations, developing agendas, setting meeting expectations, and leading follow-up on deliverables.


• Coordinates information flow from the executive's office, representing the executive to other University executives, departments, and outside agencies.


• Resolves routine and complex inquiries.


• Stewards relationships with high-profile funders, donors, and potential donors on behalf of the faculty member.


• Manages speaking and media requests for domestic and international events, including screening and accepting requests.


• Coordinates complex domestic and international travel arrangements for faculty member, handling visa(s), airfare, transportation, accommodation, and reimbursements.


• Coordinates research support, including hiring, performance appraisals, and work prioritization for research staff.


• Schedules and organizes the Institute's Council meetings, including creating agendas, coordinating logistics, taking minutes, and providing meeting facilitation.


• Monitors and handles sensitive internal and external communications, ensuring professionalism and confidentiality.


• Guides projects from onset to completion, with a focus on internal, external, and publication deadlines.


• Organizes meetings, workshops, dinners, and special events, including coordinating speakers, travel arrangements, and reimbursements.


• Prepares reports, presentations, and documents for departmental meetings and initiatives.


• Ensures compliance with University policies and procedures in all administrative activities.


• Acts as a liaison between the Faculty Director, Executive Assistant, and other departmental staff.


• Coordinates communication and collaboration across various departments and external partners.


• 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.


• 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




Education:

• Bachelor's degree in a related field.

Experience:

• Minimum of 7 years of administrative experience, with at least 2 years in a supervisory or managerial role.


• Strong organizational, communication, and interpersonal skills.


• Background working in an academic or higher education setting.

Technical Skills or Knowledge:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Preferred Competencies

• Excellent organizational and analytical skills with high-level of accuracy and sharp attention to detail.


• Handle confidential information with discretion and professionalism.


• Superior interpersonal skills and work effectively with a wide range of individuals and constituencies in a diverse professional environment.


• Demonstrated excellence in written and verbal communication.


• Handle highly confidential and sensitive materials and situations.


• Effectively manage a heavy workload, competing priorities, and tight deadlines.


• Manage multiple tasks and priorities in a fast-paced environment.


• A quick, self-learner with ability to initiate, organize, prioritize and complete multiple, high-level projects; meet tight deadlines; and work effectively with minimal supervision in a fast-paced environment.


• Demonstrated ability to anticipate and respond to future needs.


• Works well independently and in a team environment.


• Use appropriate resources and follow an issue through to resolution.


• Demonstrated sound judgment with the ability to solve problems and make effective decisions.

Application Documents

• Resume/CV (required)

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



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. Apply Now