Serves as the first point of contact for all matters related to the Provost and the Office of the Provost.
Manages the Provostâ™s day-to-day activities, including adjusting the schedule to accommodate unanticipated events/developments.
Supervises meeting logistics for the Provost, including agenda and meeting materials development and distribution, managing attendance, making room reservations, and handling catering needs.
Develops a firm grasp of the strategic contacts, relationships, and initiatives important to the Office to manage scheduling and communication, apprising the Provost and the Chief of Staff of issues when necessary.
Coordinates all briefings and meeting materials for internal and external activities, including: requesting, collecting, reviewing, and printing all documents to ensure the Provost is well prepared for all meetings and events; booking travel and preparing the Provostâ™s travel itinerary and briefing materials; identifying and tracking the Provostâ™s forthcoming speaking engagements; and acting as the liaison between the Provost and host units and organizations regarding briefing documents, event logistics, and the preparation of remarks.
Handles all day-to-day expenses and reconciliations of expense reports for the Provost on an ongoing basis.
Schedules transportation, as needed.
Prepares documents and items for signature, as needed.
Work with partners across the University, the Medical Center, laboratory affiliates, and external partners to coordinate the Dean or Officerâ™s strategic meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others.
Maintains the Dean or Officerâ™s complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the executiveâ™s time. Confirms all meetings, necessary materials, and meeting locations in advance. Reviews upcoming meetings and events weekly with their executive. Arranges complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Performs other related work as needed.
Knowledge and skills developed through 5-7Â years of work experience in supporting an executive level position.
Background working in higher education and in a high-level executive setting.
Familiarity with the University of Chicago.
Excellent oral and written communication skills.
Positive, service-oriented attitude and courteous demeanor.
Handle sensitive and confidential situations and information with absolute discretion.
Exceptional attention to detail and ability to complete tasks thoroughly and with accuracy.
Demonstrated ability to multitask and meet deadlines in a challenging, fast-paced work environment.
Strong organizational skills, superb attention to detail, and ability to navigate ambiguity and uncertainty comfortably.
Maintain a calm and courteous demeanor and work productively despite a heavy workload, competing priorities, complex problems, and tight deadlines.
Ability and willingness to monitor emails and respond, as needed, during evening and weekends.
Sound judgment and the ability to anticipate potential problems and address them before they arise.
Acumen to interact with a diverse and distinguished range of colleagues and visitors, including trustees, donors, visiting dignitaries, elected officials, as well as faculty and University leaders.
Receive feedback and respond to constructive criticism.
Proficiency with Microsoft Office Suite, Adobe Acrobat, financial reporting systems, and online databases.
Able and willing to work nontraditional work hours in order to meet deadlines.
Cover Letter (required)
References Contact Information (3) (preferred)
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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 the Applicant Inquiry Form.
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: 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.
Internal Number: JR11295
About University of Chicago (UC)
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.