ARC/OSRF Executive Assistant at The University of Chicago in Chicago, Illinois

Job Description:

Department

BSD ARC-SRF - Animal Resource Center & Office of Shared Research Facilities



About the Department

The mission of the Animal Resources Center (ARC) is to assist investigators in performing their animal research while ensuring appropriate and humane care of all laboratory animals. The Animal Resources Center (ARC) at The University of Chicago is responsible for the use and care of all research animals on campus. The ARC manages 6 facilities and a business office. Its sections are as follows: husbandry, maintenance, operations, veterinary care, finance and administration. The unit merged with the Office of Shared Research Facilities managing all of the BSD cores on campus.



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.


Perform advanced, diversified, and confidential administrative support for the Associate Dean for Basic Science Research, Research Resources and other leadership positions in the Animal Resources Center (ARC) and Office of Shared Research Facilities (OSRF). Relieve senior management of as much administrative detail as possible. Stay informed of activities relating to the unit and to University programs and initiatives, apprising the executive team of issues when deemed necessary. Coordinate information flow from ARC/OSRF and represent senior management to other University executives, other University offices and outside agencies.



Responsibilities

• Manage the schedule and administrative load of the Associate Dean for Basic Science Research, Research Resources including organizing and managing email, meeting materials, and other information related to leading University research resources.
  
  


• Provide administrative support for ARC and the Shared Research Facilities to support daily operations and strategic planning.
  
  


• Work with external representatives in obtaining information regarding supplies and equipment, work with Finance group on procurement requirements for purchasing materials.
  
  


• Manage reconciliation with credit card purchases.
  
  


• Plan, organize, schedule and coordinate meetings, conferences, E4L events and other special events, ensuring the Associate Dean for Basic Science Research, Research Resources and the management team are prepared through compiling data, statistics, and other information and materials.
  
  


• Manage correspondence and other written materials/reports or data for the Associate Dean for Basic Science Research, Research Resources and other ARC/OSRF faculty/senior management.
  
  


• Triage incoming/outgoing information, coordinate information flow and act as resource person for information covering ARC/OSRF and other BSD and University offices.
  
  


• Write letters and correspondence for ADRR, assist with implementing new technology and initiatives, join meetings to provide meeting summaries and maintain action items for multiple committees.
  
  


• Resolve routine and complex internal/external inquiries, refer inquiries to the appropriate person and act as a liaison or resource person and follow-up to ensure complete and timely responses ensuring the management team is prepared for meetings and events.
  
  


• Responsible for working with faculty/senior management in identifying problems and resolving issues relevant to projects, meetings or events.
  
  


• Responsible for ensuring overall timely delivery and outcome of information flow for the unit.
  
  


• 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).



Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.



Certifications:




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Preferred Qualifications




Education:

• Bachelor's degree or higher.
  
  

Experience:

• 2-4 years of progressively responsible administrative experience.
  
  


• Prior experience in an academic, research or biomedical or healthcare environment.
  
  

Preferred Competencies

• Strong intellectual curiosity, interpersonal skills and desire to learn new information on a routine basis to keep up with the changing environment of Research Resources.
  
  


• Excellent and professional communication, organizational and strategic planning skills complex project management skills and experience.
  
  


• High level of competency and Experience with various software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent). Have the ability to quickly adapt and learn new applications to drive the growth of ARC/OSRF (i.e. incorporation of new tools and AI applications to streamline workflow).
  
  


• Knowledge of website design and other electronic media.
  
  


• Ability to work under pressure to meet deadlines.
  
  


• Ability to interact and communicate with vendors, Principal Investigators and other members of the University.
  
  


• Ability to take initiative, organize and complete projects with minimal supervision.
  
  


• Ability to handle public contacts with courtesy, clarity, and diplomacy.
  
  


• Ability to handle sensitive and confidential situations and information with absolute discretion.
  
  


• Considerable skill in working both independently and as a team member.
  
  

Working Conditions

• Office environment, sitting and working at a computer.
  
  

Application Documents

• Resume (required)
  
  


• Cover Letter (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



Scheduled
Weekly Hours

40



Drug Test Required



No



Health Screen Required



No



Motor Vehicle Record Inquiry Required



No



Pay Rate Type

Salary



FLSA Status

Exempt



Pay Range

$60,000.00 - $85,000.00
The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.



Benefits Eligible

Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.



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.


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