Executive Assistant

2 weeks ago

Chicago, United States The University of Chicago Full time

Department

Booth Deputy Dean Skinner

About the Department

The University of Chicago Booth School of Business is the second-oldest business school in the U.S. and second to none when it comes to influencing business education and business practices. Since 1898, the school has produced ideas and leaders that shape the world of business. Their rigorous, discipline-based approach to business education transforms students into confident, effective, respected business leaders prepared to face the toughest challenges.

Chicago Booth has the finest set of facilities of any business school in the world. Each of the four campuses (two in Chicago, one in London, and one in Hong Kong) reflects the architectural traditions of its environs while offering a state-of-the-art learning environment.

Chicago Booth is proud to claim:

- an unmatched faculty.
- degree and open enrollment programs offered on three continents.
- a global body of nearly 56,000 accomplished alumni.
- strong and growing corporate relationships that provide a wealth of lifelong career opportunities.

As part of the world-renowned University of Chicago, Chicago Booth shares the University's core values that shape the distinctive intellectual culture. At Booth, they constantly question and test ideas, and seek proof. This extraordinarily effective approach to business leads to new ideas and innovative solutions. Seven of the Booth faculty members have won Nobel Prizes for these ideas - the first business school to achieve this accomplishment.

Job Summary

The Executive Assistant manages the faculty recruitment process, the faculty promotion process, the appointment process for tenure-track faculty, and the annual faculty activities process; budgeting for faculty salaries, endowments, faculty fellowships, faculty research accounts, and the deputy dean for faculty accounts; and handles correspondence for the Deputy Dean as well as other administrative duties. The Executive Assistant works closely with the Executive Assistant for the other Deputy Dean for Faculty to manage and coordinate processes, activities, and correspondence for both deputy deans. Directs the administrative support operations for the Deputy Dean of Faculty and provides administrative assistance to the Deputy Dean.

**Responsibilities**:

- Accountable for the full-cycle annual recruitment process for eight academic groups.
- Coordinates and supervises faculty recruitment and interview processes.
- Ensures that Provost Office requirements for the search process are followed. Represents Booth at Provost Office meetings regarding faculty recruitment processes.
- Has fiscal responsibility for the faculty recruiting account, which includes approving and monitoring all expenditures.
- Creates job postings and advertisements for faculty positions ensuring they are posted on relevant platforms.
- Maintains careful records and manages process and communication for faculty salaries and fourth quarter support.
- Tracks appointments for tenure-track faculty, ensuring that they are appointed, reviewed, and reappointed in a timely manner.
- Database management. Ensures titles and appointments are reflected accurately for faculty directory.
- Oversees deputy dean for faculty operating and endowment accounts.
- Reconciles expenses for Deputy Dean.
- Facilitates communication between deputy dean’s office, provost’s office, and Booth faculty payroll office on faculty appointment and salary information.
- Handles communications, appointments, travel, and calendar for the Deputy Dean.
- Prepares reports and completes special projects for the Deputy Dean as requested.
- Coordinates all of the processes above with the Executive Assistant to the other Deputy Dean for Faculty to ensure correct and consistent processes for all faculty groups at Booth.
- Provides general office support for the Dean’s Office, assisting other Deans as needed or in the absence of their assistants.
- Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.
- Works with mínimal guidance in space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
- Performs other related work as needed.

Minimum Qualifications

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

- Preferred Qualifications

**Experience**:

- At least four years of senior-level administrative experience.

Technical Skills or Knowledge:

- Advanced MS Office (Word, Excel, PowerPoint) skills.

Preferred Competencies
- Collaboration skills.
- Experience in managing an office.
- Proven writing ability and excellent communication skills.
- Handle extensive public contact with tact, court

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