Job description

About the Department

For over a century, the Kenneth C. Griffin Department of Economics has been recognized as one of the world's leading centers for economic research and education. The Department's faculty have received numerous awards, including more Nobel Prize laureates and John Bates Clark medalists in economics than any other university. Among our faculty are many members of the National Academy of Sciences, the American Academy of Arts and Sciences, and the Econometric Society.

Job Summary

The Executive Assistant (EA) will support economics projects related to the Kenneth C. Griffin Applied Economics Research Incubator and departmental faculty. Reporting to the Director of Finance, Operations, and Personnel, the Executive Assistant will provide a wide variety of administrative support and project assistance for faculty members including scheduling and coordinating high-priority meetings and Zoom calls, maintaining calendars, arranging travel, and processing reimbursements while upholding confidentiality and exercising discretion in handling sensitive matters, in addition to logistical planning and execution of internal and external events. Travel may be required. Hybrid work schedule and competitive salary.

Responsibilities

• Provide high-level administrative support for faculty. Prepare the annual faculty report using Interfolio. Prepare and coordinate letters of recommendation for graduate and undergraduate students.
• Manage the faculty member’s accounts and provide monthly ledgers, orders supplies, software, and equipment using Buysite and other university-contracted vendors. Pay invoices using E-Payment.
• Assist with lecture materials, presentations, exams, Zoom links, and Canvas for classes taught by the faculty member.
• Coordinate complex domestic and multi-country international travel arrangements for the faculty member including associated visa(s), airfare and ground transportation, hotel, honoraria, and payment and/or reimbursement, according to the faculty member’s preferences and with Dean’s approval.
• Oversee the planning and day-to-day operations for Incubator research projects. Provide administrative support for internal grant proposal competitions.
• Track and report on project milestones and provide budget reports using Business Objects to project leadership. Prepare annual donor report. Resolve any administrative issues throughout each project’s lifecycle.
• Monitor the faculty member’s internal and external communications. Handle sensitive written and telephone communications effectively in a professional manner at all times; answer, screen, and direct communications with the utmost level of courtesy, professionalism, and confidentiality.
• Collaborate with the Communications Manager in maintaining the project website, course sites, and special websites for specific events or research projects. Manage speaking and media requests for domestic and international events. This includes screening requests and/or accepting requests via email, or through form submissions from websites (e.g. for interviews, speeches).
• Organize on- and off-campus meetings including lab meetings, dinners, workshops, conferences, and other special events. Arrange facility/venue selection, room reservations, menu planning, catering set-up, transportation arrangements, audio/visual equipment, entertainment, custodial, building access, security, etc. for internal and external events.
• Support event speakers or visitors by creating itineraries, and coordinating complex and detailed travel plans, including associated visa(s), airfare, ground transportation, and lodging.
• Ensure smooth and timely payment and processing of all event-related costs and reimbursements including honorarium and/or one-time payments to speakers. Track and report on event expenses.
• Resolve issues and/or conflicts that arise during the event planning stages, create contingency plans and implement solutions for any unexpected changes.
• Prepare special reports and summaries, assists in managing the 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.

Preferred Qualifications

Education:

• Bachelor’s Degree in Business Administration or related field.

Experience:

• Experience providing administrative support.
• Experience supporting faculty.
• Experience in calendaring, planning special events, and scheduling complex appointments and high-profile meetings.
• Experience in coordinating complex domestic and international travel.
• Experience obtaining visas for international travel.
• Familiarity with University financial policies and procedures and with domestic and international tax regulations.
• Experience in Project Management.

Technical Skills or Knowledge:

• Demonstrated knowledge of University financial systems – GEMS/Concur, Buysite and EPayment.
• Proficiency in Microsoft Outlook, Excel, PowerPoint, Word, and Google Suite.

Preferred Competencies

• Excellent organizational and analytical skills with a high level of accuracy and sharp attention to detail.
• Excellent interpersonal skills and the ability to work effectively with a wide range of individuals and constituencies in a diverse professional environment.
• Ability to effectively manage a heavy workload, competing priorities, and tight deadlines.
• A quick, self-learner with the ability to initiate, organize, prioritize, and complete multiple, high-level projects, and work effectively with minimal supervision in a fast-paced environment.
• Demonstrated ability to anticipate and respond to future needs.
• Ability to use appropriate resources and follow an issue through to resolution.

Application Documents

• Resume (required)
• Cover Letter (required)

When applying, the document(s) MUST be 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

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employerand 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 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.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Experience:

• administrative support: 7 years (Preferred)

Work Location: Hybrid remote in Chicago, IL 60637

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