Executive Assistant and Faculty Affairs Administrator
The University of Chicago

Department

PSD Chemistry: Administrative Staff

About the Department

One of the first departments founded at the University of Chicago was the Department of Chemistry. Since then, The University of Chicago has been the recipient of more than 73 Nobel Prize recipients, 15 of which came from the Department of Chemistry. Our current faculty have considerable strength in inorganic, organic, and physical chemistry, as well as in interdisciplinary research that delves into biology, physics, and materials science.

Job Summary

Reporting to the Department Manager and Chair, the Executive Assistant and Faculty Affairs Administrator will work to complete academic appointments including faculty searches, appointments and reappointments, and tenure cases to ensure all materials are organized, reviewed, and submitted in accordance with University guidelines by working with the chair and search committees as needed. Identifies awards and prizes and assists the Chair with faculty nominations, tracking requirements, and deadlines. Serves as high-level administrative and executive support to the chair and department manager, helping to ensure the overall operations of the department run smoothly. Leads various strategic projects and initiatives, with management to maximize effectiveness.

Responsibilities

• Works with the chair and faculty recruitment committee with the entire faculty recruiting process including posting job ads, soliciting confidential letters of recommendation, assembles case files for prospective candidates, and internal faculty promotion cases for submission to the Dean and College.
  
• Manages all of the administrative aspects of academic appointees recruitment, hiring, reappointment, and promotions workflow including managing applications in interfolio, coordinating reappointment memos, and working collaboratively with the faculty committee, and the Dean's office.
  
• Manages all Chemistry faculty and other academic appointee reappointments, including managing the timeline, gathering all necessary information and documents, and putting the cases together for submission.
  
• Provides comprehensive advanced support to the Chair, Departmental Manager, for a diverse set of activities aligned with the department's needs.
  
• Assists leaders in executing the Chemistry Department's strategic priorities; develops systems to monitor and track progress toward achieving our strategic objectives.
  
• Develops new projects in collaboration with the Department Manager and the chair, serving as an advocate for departmental facility needs.
  
• Works with the hiring committee with candidate communications and scheduling. Requests letters of recommendation. Assembles cases for submission to the PSD and Provost's office.
  
• Serves as the departmental liaison to the PSD Dean's office, Office of International and other units across campus.
  
• Collaborates with Department Chair on the annual merit increase process for faculty.
  
• Troubleshoots complex matters related to faculty affairs including faculty wellness, visa questions, and other concerns identifying when to escalate the issue to leadership within the department, division, or University.
  
• Represents the Chair in all internal and external verbal, written, and in-person correspondence. Builds relationships with a diverse set of stakeholders and collaborators.
  
• Assists with the department office projects and initiatives that advance the institutional academic and administrative effectiveness, engaging the right resources and holding parties accountable for deadlines.
  
• Identifies faculty awards and prizes, tracks nomination requirements and deadlines, and assists the chair in preparing nomination materials.
  
• Collect, analyze, synthesize, and report on data from faculty and external sources to inform Chair on pertinent information.
  
• Plans and executes events for faculty such as monthly faculty meetings, annual faculty dinners, etc.
  
• Partners with the Chair to ensure proper management and time allocation of the Chair's calendar and general support for day-to-day operations.
  
• Develops and implements systems to organize, communicate and manage key priorities and projects on behalf of the Chair.
  
• Responds to inquiries, requests, and issues on behalf of the Chair with thoughtful correspondence, engaging other leadership members as needed for resolution. Prepare communications on behalf of the Chair, including but not limited to briefings, talking points, speeches, pre-read materials, memoranda, letters, emails, and presentations; ensure communications reach the proper channels for input and awareness.
  
• Represents the Chair and the Department with any campus and community interactions with the highest level of professionalism and integrity, extending the reach of the department through participation in events, meetings, and other affairs.
  
• Acts with diplomacy in an academic environment to build trusted relationships with a broad range of individuals within the Department of Chemistry and across the broader University.
  
• Serves as an advisor and sounding board to the Chair and Department Manager.
  
• Conducts research and contributes to strategic planning for faculty and chair development; relocation of families with dual careers; development and sponsored award activity including assisting with proposal development and grants management.
  
• Prepares and presents analyses, reports, and marketing materials to a wide variety of both internal and external audiences. Participates and contributes on a variety of committees/teams and with a diverse array of colleagues and partners.
  
• Conducts research and data gathering (e.g., Internet research, surveys), project planning, and implementation for a wide range of projects.
  
• Performs other related work as needed.
  

Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
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Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree in Chemistry or a related field.
  

Experience:

• Progressive experience in a related field, preferably with higher education.
  
• Experience as a professional staff member.
  

Technical Skills or Knowledge:

• Proficiency with Google Workspace.
  
• Proficiency with Microsoft Office.
  
• Proficiency with Interfolio.
  

Preferred Competencies

• Demonstrated commitment to high standards of excellence and ethics, including sound judgement, discretion, and ability to navigate high matrixed organizations.
  
• Exceptional emotional intelligence, interpersonal skills, and diplomacy.
  
• Project management skills with experience managing deadlines, ability to understand and address interdependencies and competing preferences, manage various stakeholders.
  
• Strong writing and communication skills, with experience researching and preparing executive-level documents, reports, and presentations.
  
• Demonstrated analytical and problem-solving skills with an aptitude for working with quantitative data and interpreting/translating findings.
  
• Resourceful with the ability to identify needed information; persistence in working with diverse systems and people.
  
• Ability to learn quickly and adapt.
  
• Ability to take initiative and organize and complete projects with minimal supervision.
  

Application Documents

• Resume (required)
  
• Cover letter (required)
  
• References (preferred)
  

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Academic Affairs

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

Employees must comply with the University's COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

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 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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