Executive Administrative Assistant - JR28019-3800 - The University of Chicago

This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/12465655 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, a prising 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:
Minimu