Executive Assistant, Alumni and Community Experiences

Department

ADV Alumni and Volunteer Experience

About the Department

The Advancement Office engages alumni (~220k), current students, parents, and friends of the University through intellectual, professional and social activities on campus, around the world and online. Advancement raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.

The Alumni and Volunteer Experience team oversees a diverse set of programs and initiatives designed to increase participation and engagement among alumni, parents, and friends of the University, with a focus on driving key University priorities.

Job Summary

The role 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.

Responsibilities

• Performs advanced, diversified and confidential administrative support for the Alumni and Community Experience leadership team and assigned staff. Relieves executives of as much administrative detail as possible.
• Maintains executives’ calendars, exercising considerable discretion and judgment as to priorities and effective use of the executive time.
• Coordinates information flow to and from executives’ office. Ensures executive is apprised, prepared and briefed when necessary. Represents executives to other University and external offices.
• Stays informed of University and division programs and initiatives. Liaise with individuals internal and external to the University.
• Resolves routine and complex inquiries. Provides information in response to requests, direct calls, and other relevant information to appropriate individuals while using discretion and judgment in using confidential information. Refers inquiries to appropriate person and follows up to ensure complete and timely responses. May provide back-up support for primary alumni communication channels.
• Maintains constituent records and actively supports the creation and management of alumni data, including the preparation of custom and ad hoc reports, spreadsheets, graphs, charts and presentations. Prepares special reports and summaries and compiles data, statistics, and other information as needed using various sources.
• Schedules, coordinates, and facilitates meetings, conferences and special events with staff, guests, and donors. Researches meeting sites and chooses venues. Makes all meeting and travel arrangements. Communicates with meeting participants and their staff. Drafts agendas and creates materials needed for meetings with great attention to detail and cross-campus collaboration.
• Coordinates complex travel arrangements for the executive(s) and assigned staff. Prepares itineraries.
• Reconciles expenses for executive(s).
• Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions.
• 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.
• 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.
• 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.

Experience:

• Minimum seven years of administrative, office management, or other professional experience in a fast-paced, complex office environment.
• Managing cross-team projects.
• Minimum one year of experience developing and monitoring budgets.
• Minimum one year of experience planning and executing events.

Technical Skills or Knowledge:

• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Advancement, including Phoenix, the University's Donor Relationship Management System.
• Proficient in a Microsoft Windows computer environment, especially Microsoft Outlook, Word, Excel, PowerPoint and Access.

Preferred Competencies

• Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively. Explain complex ideas clearly and simply.
• Manage confidential information with discretion and tact.
• Act with integrity, professionalism, and confidentiality.
• Work collegially and collaboratively in a team setting.
• Self-motivated and take initiative.
• Prioritize multiple projects and independently follow through with detail.

Working Conditions

• This position has a hybrid work schedule which includes weekly in-office presence.
• Standard office environment.
• Travel to campus and/or non-campus locations for University business.
• Work evenings and weekends as needed.
• This position is located in Hyde Park at 5235 South Harper Court.

Application Documents

• Resume/CV (required)
• Cover Letter addressed to the Hiring Committee (preferred)

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

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$68,000.00 - $80,000.00

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 theBenefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and 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 the University's Notice of Nondiscrimination.

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.

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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