Job Information
The University of Chicago Executive Assistant to the Dean of the College - JR26253-3800 in Chicago, Illinois
This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12002652 Department
College The College
About the Department
The Office of the College Dean, located in Harper Memorial Library, oversees the academic and operational administration of the College, including curriculum and academic programs, finance and budgeting, study abroad and second language acquisition initiatives, Development and Alumni Relations, Housing and Residential Life, Summer Session, the Society of Fellows in the Liberal Arts, and grant administration.
The College is comprised of the College Dean\'s office, four Collegiate Divisions, the Office of Research and Teaching Innovations, 14 units under the collegiate division organization; the Dean of Students office with its 4 subsidiaries - the College Programming Office, the College Core Tutor Program, the Office of College Community Standards and the Center for College Student Success; the Study Abroad Office, College Information Technology, the Arley Cathey Learning Center, the Society of Fellows, Summer Quarter, College Writing Program, and the Chicago Center for Teaching and Learning.
Job Summary
Reporting to the Dean of the College, the Executive Assistant plays a critical role in the College\'s mission to educate undergraduates. The Executive Assistant is responsible for supporting complex calendar management, academic appointment review, information and communications flow, and events and committee meeting arrangements. The Executive Assistant is expected to provide this support with a high degree of autonomy and discretion, anticipating the needs and understanding the priorities of the Dean.
Responsibilities
Manages the Dean\'s calendar, meeting preparation, and travel.
Maintains the Dean\'s complex and extremely active calendars and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the Dean\'s time. May also support the Deputy Dean\'s calendar, as needed.
Confirms all internal and external meetings, necessary materials, and meeting locations in advance. Reviews upcoming meetings and events weekly with the Dean.
Makes and coordinates complex travel arrangements for the Dean, preparing the itinerary and ensuring that all necessary files, materials, and supplies are assembled, coordinating with other personnel as appropriate. Reconciles all expense reports for the Dean.
Works closely and collaboratively with Alumni Relations and Development on donor engagement, including travel, meetings, and meeting preparation.
Organizes Dean\'s review of faculty and other academic appointments of the College. Provides support for academic appointments that require a visa.
Assembles, records, and tracks all recommendations for faculty and other academic appointments submitted to the Provost\'s office for consideration as new hires, reappointments, and promotions.
Reviews appointment information and back up material to assure accuracy and completeness of information before routing to the Provost\'s office for approval.
In close collaboration with the Office of International Affairs, secures sponsored visa for academic appointments, where necessary and appropriate. Assembles required paperwork for visa applications (typically J-1 and H-1B) and coordinate with the appointee.
Provides high-level support and coordination for information and communications critical to the Dean.
Coordinates information flow from the Dean\'s office, triaging emails and telephone calls for action and follow-up to ensure complete and timely responses. Prepares a wide variety of correspondence including memos, letters, and reports under own signature or for signature of the Dean.
Structures and manages the Dean\'s electronic shared folders to facilitate collaboration and cooperation between an among the Dean, College staff, and key stakeholders.
Acts as a liaison between the Dean and other University executives and offices, Board members, donors, alumni, parents, students, faculty, and staff with tact, courtesy, and confidentiality.
Manages standing meetings, committees, and Dean\'s Office events.
Organizes a variety of meetings, which includes but is not limited to, coordinating the College Council meeting schedule with the Secretary of the Faculties, Registrar\'s Office, and other stakeholders, along with coordinating College standing and ad hoc committee meetings, such as the Committee of the College Council and the Curriculum Committee. Maintains rosters, assembles meeting materials, and sends out invitations.
Organizes Dean\'s Office events, including receptions, parties, and gatherings. Supports logistics of Dean\'s Office events, including vendor and location selection and coordination, advertising, and on-site staffing.
Provides high-level administrative support for a Dean or Officer of the University. Proactively relieves the Dean or Officer of as much administrative detail as possible by efficiently and independently performing all duties. Manages the daily operations of the office, maintain files and processes mail for their executive. Drafts, edi