Executive Assistant - JR28617-3800 - The University of Chicago

This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/12392930 Department
BSD NEU - Operations
About the Department
The Department of Neurology at The University of Chicago Medical Center
has a great history and tradition, having made significant contributions
to neurological training, clinical care, and the basic understanding of
neurological disease.
Job Summary
The Executive Assistant provides high-level administrative office
support for the Chair with functional reporting to the Executive
Administrator.
The Executive Assistant independently manages and completes tasks and
projects, using judgment and discretion in an accurate and timely manner
while demonstrating effective and efficient planning, initiative,
organization, prioritization, decision making, and confidentiality
skills. He/she performs work of a complex and often confidential nature
and relieves supervisors of a wide range of administrative details. This
role will require the Assistant interpret and apply University policies,
procedures and guidelines; gather data and prepare standard reports;
processes documents/records and provide budget support.
Responsibilities
- Manage Chair's calendar and schedule appointments independently, or
as directed.
- Orchestrate the public relations of the department in conjunction
with the Chair, the Executive Administrator and Human Resources.
- Serve as editor and assumes primary responsibility for generation of
key department publications including the annual report, department
brochure, and promotional materials used for recruitment and
fundraising purposes.
- Work closely with faculty Directors, Associate Chairs and Executive
Administrator coordinating the administrative needs of the
Department.
- Ensures that all reporting documents are submitted to the Chair,
ensures that follow-up items are acted upon by the committees, and
performs other, similar functions.
- Performs ongoing assessment of the Chair's office organization and
functioning, advises the Executive Administrator and Human Resources
of deficiencies in office systems and operations and recommend
solutions.
- Assumes responsibility for completely resolving complaints/issues
not resolved at lower management or staff levels.
- 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.
- 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 in relevant field.
Experience:
- Relevant administrative experience.
Preferred Competencies
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent organizational skills, ability to maintain files.
- Proficiency with word processi g applications, preparing
presentations, spreadsheets and databases.
- Ability to maintain calm and courteous demeanor and to work
productively despite heavy workload, competing priorities, complex
problems, and tight deadlines.
- Ability to exercise sound judgment and excellent problem-solving
skills.
- Attention to detail and proofreading skills.
- Ability to exercise flexibility and contribute to the overall work
of the team.
- Considerable skill in working both independently and as a team
member.
- Ability to take initiative.
- Familiarity with administration within a research university
environment.
Application Documents
- Resume/CV (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