Executive Assistant to the Vice Chancellor for Research
14 hours ago
Hiring Department : Office of the Vice Chancellor for Research
Location : Chicago, IL
Requisition ID : 1028361
Posting Close Date : December 2, 2024
About the University of Illinois Chicago
The University of Illinois Chicago (UIC) is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university.
Key Responsibilities
- Provide comprehensive administrative support to the Vice Chancellor, including managing correspondence, drafting communications and preparing reports and presentations.
- Prepare and edit documents, letters of support and research correspondence. Ensure all written materials reflect the Vice Chancellor’s voice and uphold the university’s standards.
- Maintain and coordinate an active calendar, scheduling appointments and meetings with internal and external stakeholders. Anticipate scheduling conflicts and proactively resolve issues.
- Organize and coordinate travel arrangements, including itinerary management, accommodations, and transportation, ensuring efficient and cost-effective travel. Process and track expense reports and reimbursements, ensuring compliance with university policies and timely submission.
- Plan and organize internal and external meetings. This includes identifying and booking meeting space, ordering refreshments, preparing agendas, and other related materials.
- Serve as liaison to those reporting to the VCR. Provide administrative support to the Associate Vice Chancellors for Research (AVCR).
- Provide support and advice to the VCR on a wide range of visible issues involving high-level work associated with complex problems of a confidential and extremely sensitive nature.
- Analyze complex and often sensitive issues, identify viable options, communicate options to the VCR and appropriately implement solutions.
- Support the VCR in all areas including relations with senior leadership, vice chancellors, deans, faculty, researchers, university organizations and governmental organizations.
- Manage the high volume of communications received in the Office of the Vice Chancellor for Research (OVCR) and ensure timely responses.
- Handle research administration issues that are routed to the VCR.
- Plan, develop and assist with the coordination of conferences, events, outings and tours for the Board of Trustees, faculty, staff, students, donors, other universities, external parties and others.
- Provide administrative support for VCR’s special initiatives and committees and staff high-level search committees.
- Perform other related duties and participate in special projects as assigned.
Minimum Qualifications
- Bachelor’s degree in a related field required
- Minimum of three years experience as an executive assistant, with a strong preference supporting executives in higher education and research.
- High proficiency in Microsoft Office and other office productivity tools, with eagerness to learn new software and systems
- Advanced professional writing expertise
- Keen interest in learning about the industry and staying up to date on news and trends
- Exceptional organizational, communication, and time management skills
- Ability to navigate ambiguity, exercise flexibility and demonstrate willingness to do what it takes to get the job done in a fast-paced environment
- Ability to anticipate needs and take immediate action
- Strong problem-solving skills and attention to detail
- Ability to build trust and collaborative relationships at all levels of the organization
- Strong commitment to always maintaining confidential information and embodying professionalism
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Chicago, United States University of Illinois Full timeExecutive Assistant to the Vice Chancellor for ResearchHiring Department: Office of the Vice Chancellor for Research Location: Chicago, IL Requisition ID:1028361 Posting Close Date: December 2, 2024 About the University of Illinois Chicago The University of Illinois Chicago (UIC) is among thenation's preeminent urban public research universities, a Carnegie...
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