Executive Assistant @ University of Chicago

Administrative & Executive Assistance (2)
,

Department

UL Crime Ed Lab Office Support

About the Department

Who We Are: In cities across the country, people face high rates of gun violence, under-resourced schools, and social harms associated with the criminal justice system -- all of which disproportionately impact people of color. These inequalities have profound consequences on public safety and opportunity. As a society we have failed to address these challenges, in part, because of our lack of understanding of the most effective and cost-effective solutions that can have a real impact on people’s lives. We believe that rigorous research can help.

The University of Chicago Crime Lab and Education Lab partner with cities and communities to use data and rigorous research to design, test, and scale programs and policies that enhance public safety, improve educational outcomes, and advance justice. Our mission is to combine world-class data science and research, in partnership with government agencies, to substantially improve the effectiveness of the public sector and achieve impact at scale. To learn more about the Crime Lab and Education Lab, visit https://urbanlabs.uchicago.edu/labs/crime.

Job Summary

The University of Chicago Crime Lab is seeking an experienced Executive Assistant to support the Executive Director of our Community Violence Intervention Leadership Academy. The Executive Assistant will manage scheduling, assist in coordinating short- and long-term projects, serve as a liaison for internal and external partners, and support in event planning and logistics.

Responsibilities

Provides high-level administrative support for the Executive Director, Community Violence Intervention Leadership Academy (CVILA). This includes, but is not limited to: coordinating daily schedules, maintaining calendars, scheduling meetings, reserving venues, booking travel, and managing mail, phone, and other correspondence.
Provides confidential and high-level administrative support for Executive Director. 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. Relieves leaders of administrative tasks such as scheduling, file management, documenting, invoicing, payment tracking, and travel booking.
Plans and organizes internal and external meetings. This will include identifying and booking meeting space, order refreshments, preparing agendas, minutes, and other related materials.
Manages operational task for the leadership team, including interpreting requests, reconciling accounts, submitting invoices, and processing reimbursements. May also be called on to develop and manage systems for information storage related to numerous projects and initiatives and preparing financial and/or administrative reports.
Offers significant logistical support to the CVILA program team by implementing plans for meetings, events, and other offsite activities. This includes, but is not limited to: coordinating with venues, scheduling flights and hotels for out-of-town participants, and tracking attendees, arranging airfare, accommodations, meals, and transportation.
Leads and/or contributes to various special projects.
Coordinates and liaises with other administrative staff within the Crime Lab.
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.
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:

High School Diploma.

Experience:

Experience in an administrative role reporting directly to upper management.

Preferred Competencies

Strong oral and written communication skills.
Ability to professionally interact with researchers, funders, and other key external stakeholders.
Ability to work independently, problem solve, and manage multiple, concurrent tasks.
Ability to exercise considerable discretion and judgment.
Excellent organization skills and attention to detail.
Demonstrated time management and project management skills with a success in roles requiring execution of multiple tasks while responding to multiple priorities with little supervision.
Excellent computer skills including advanced Microsoft Office Suite (latest available version); advanced skills in PowerPoint and Adobe Acrobat; experience with both PC and MAC; proofreading, editing and advanced writing and grammar skills.
Ability to work a hybrid remote/in-office schedule with occasional evening/weekend hours and travel.

Application Documents

Resume (required)
Cover Letter (required)
3 References (required)

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

Health Screen Required

Motor Vehicle Record Inquiry Required

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$57,600.00 - $79,200.00

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 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.

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.

Executive Assistant

University of Chicago

Compensation Overview