Sr. Administrative Assistant

Department

About the Department

Job Summary

Responsibilities

• Manage the DFI Director’s calendar, schedule meetings, coordinate guest and faculty visits and facilitate communication between the Director, faculty, and University administrators.

• Serve as a first point-of-contact for visitors, triage emails, phone calls, responding to routine and complex inquiries with discretion and confidentiality.

• Support faculty, staff, and students by assisting with grant applications, publication manuscripts, reimbursements, and travel arrangements.

• Oversee daily office and departmental operations, including conference room scheduling, office supply inventory, key/access coordination, and general administrative support.

• Coordinate speaker visits, scientific meetings, and departmental events, managing logistics such as schedules, travel, catering, room reservations, itineraries, and day-of-event support.

• Maintain the departmental website and support laboratory and departmental purchasing, including supplies, vendor payments, and related administrative processes.

• 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:

Work Experience:

Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degree strongly preferred.

Experience:

• Experience in a higher education, research, or academic medical environment strongly preferred.

• Experience assisting with academic or research-related activities, such as grant submissions, manuscript preparation, faculty support, or coordinating seminars and speaker visits strongly preferred.

Preferred Competencies

• Familiarity with central administration in a complex research university environmentstronglypreferred.

• Excellent verbal and written communication skillsstrongly preferred.

• Excellent interpersonal and customer service skillsstronglypreferred.

• Ability to interact with the public with courtesy, clarity, and diplomacystronglypreferred.

• Ability to manage sensitive and confidential information with the highest level of discretionstronglypreferred.

• Strong problem-solving skills, including the ability to identify and use appropriate resources to resolve issues effectivelystronglypreferred.

• Demonstrated ability to work both independently collaboratively as part of a teamstronglypreferred.

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

• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, as well as meeting platforms such as WhenIsGoodstronglypreferred.

Working Conditions

• Office environment.

Application Documents

• Resume (required)

• Cover Letter (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

When applying, the document(s)MUST be uploaded via theMy Experience page, in the section titledApplication Documents of the application.

Job Family

Role Impact

Scheduled Weekly Hours

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

Pay Rate Type

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FLSA Status

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Pay Range

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

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 theBenefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employerand does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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 theUniversity's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call773-702-5800 or submit a request viaApplicant Inquiry Form.

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.