Executive Assistant, Gift Planning, Organizations, Sciences, and Engineering
The University of Chicago

Job Info

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Department
ARD Sciences & Organizations

About the Department
Alumni Relations and Development (ARD) engages alumni (~220k), current students, parents and friends of the University through intellectual, professional and social activities on campus, around the world and online. ARD 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 Gift Planning, Organizations, Sciences, and Engineering (GPOSE) team manages the overall advancement of sciences and engineering, as well as support from organizations and planned gifts to UChicago. Fundraising units under the GPOSE umbrella include Gift Planning, Physical Sciences Division, the Pritzker School of Molecular Engineering, and Foundation and Corporate Relations, as well as science-related campaign initiatives related to AI and Climate. The team includes five directors of development corresponding to these programs and a total team of approximately 25 individuals.

Job Summary
The Executive Assistant, Gift Planning, Organizations, Sciences, and Engineering (GPOSE), will play an integral role in supporting the Associate Vice President, GPOSE, and broader team. This position requires a proactive, self-directed individual who can manage complex scheduling, travel arrangements, hiring and talent management, budget, and other areas of administrative support effectively while maintaining a welcoming environment. The successful candidate will demonstrate strong organizational skills and a solutions-oriented mindset, ensuring the AVPs daily operations run smoothly and allow the GPOSE team to focus on frontline fundraising priorities.

This 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 to the Associate Vice President, GPOSE (AVP, GPOSE) and assigned staff. Relieves executive of as much administrative detail as possible.
• Manages GPOSE office operations to help accomplish the goals of the GPOSE team. Anticipates the needs of the executive and the team. Takes initiative to pre-plan and prepare in advance of expressed needs.
• Maintains the AVP, GPOSE's calendar. Schedules, coordinates, and facilitates meetings, conferences and special events. Exercises discretion and judgement on priorities plus effective use of executive's time.
• Manages the AVP's budget by monitoring and reconciling accounts using UChicago's General Expense Management System (GEMS). Prepares financial administrative reports as required or as needed, in coordination with ARD Financial Operations team.
• Facilitates team hiring and onboarding of new staff; maintains familiarity with UChicago's Workday HRIS and works in alignment with ARD HR policies.
• Facilitates project management and activities often involving AVP direct reports on behalf of AVP e.g. coordinating Dean's Intro to ARD sessions. Compiles data, statistics and other information as needed using various sources. Coordinates support staff and may manage staff directly.
• Drafts agendas and creates materials. May coordinate complex travel arrangements for the executive. Prepares itineraries.
• Serves as a power user for the ARD CRM (Phoenix). Works with the Assistant Director, GPOSE, to maintain constituent records as needed.
• Serves as team's primary contact and facilitator of ARD people operations and culture policies, including all hiring processes, professional development programming, and other talent management policies.
• 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 high-level volunteer 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.
• 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.
• Advanced degree.

Experience:

• Minimum seven years of relevant professional work experience in administration, office management or similar professional work experience.
• Minimum one year of experience leading a project team or managing staff.
• Minimum one year of experience planning and executing events.
• Minimum one year of experience developing and monitoring budgets.

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 Alumni Relations and Development, including the University's donor relationship management system and the Microsoft Office Suite.

Preferred Competencies

• Superb writing and editing skills, excellent attention to detail, and a commitment to accuracy.
• Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively.
• Act with integrity, professionalism, and confidentiality.
• Work collegially and collaboratively in a team setting.
• 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 Hiring Committee (preferred)

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

Scheduled Weekly Hours
37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type
Salary

FLSA Status
Exempt

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 the Benefits Guidebook.

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

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.

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