Executive Assistant to the Vice Chancellor for Research
7 days 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 thenation's preeminent urban public research universities, a Carnegie RU/VHresearch institution and the largest university in Chicago. UIC serves over34,000 students, comprising one of the most diverse student bodies in thenation and is designated as a Minority Serving Institution (MSI), an AsianAmerican and Native American Pacific Islander Serving Institution (AANAPSI) anda Hispanic Serving Institution (HSI). Through its 16 colleges, UIC producesnationally and internationally recognized multidisciplinary academic programsin concert with civic, corporate and community partners worldwide, including afull complement of health sciences colleges. By emphasizing cutting-edge andtransformational research along with a commitment to the success of allstudents, UIC embodies the dynamic, vibrant and engaged urban university.Recent "Best Colleges" rankings published by U.S. News & World Report,found UIC climbed up in its rankings among top public schools in the nation andamong all national universities. UIC has over 300,000 alumni, and is one of thelargest employers in the city of Chicago.
The Executive Assistant to the Vice Chancellor for Researchis critical in supporting the Vice Chancellor in managing the researchportfolio for the Office of the Vice Chancellor for Research (OVCR) at UIC.This position is responsible for managing the Vice Chancellor's calendar,drafting and editing correspondence, handling expense reports and providingcomprehensive executive support to ensure the smooth operation of the office.The role requires a highly organized, proactive individual with exceptionalcommunication skills and a solid ability to manage multiple tasks in afast-paced academic environment. This position has a broad range ofresponsibilities and must exercise sound judgment in decision-making, establishpriorities in completing work assignments, writing and editing, exerciseconfidentiality and function at a high level of performance with a minimum ofsupervision.
This is a full-time and benefits eligible position. Hybridand flexible work schedules are available. UIC offers competitive salariescommensurate with experience. Inaddition all full time benefits eligible positions include a comprehensivebenefits package which include; Health, Dental, Vision, Life, Disability &AD&D insurance, a defined benefit pension plan as well as paid leave whichincludes; Vacation, Holiday and Sick. Inaddition we offer tuition waivers for employees and dependents.
Key Responsibilities
- Provide comprehensive administrative support to the ViceChancellor, including managing correspondence, drafting communications andpreparing reports and presentations.
- Prepare and edit documents, letters of support and researchcorrespondence. proposals. Ensure all written materials reflect the ViceChancellor's voice and uphold the university's standards.
- Maintain and coordinate an active calendar, schedulingappointments and meetings with internal and external stakeholders. Anticipatescheduling conflicts and proactively resolve issues.
- Proactively resolve scheduling conflicts as they arise.Assist with communications related activities such as maintaining relevantdistribution lists, producing email correspondence, presentations, meetingagendas, and organization change announcements
- Ensure that the VCR is briefed in advance for meetings witha wide range of individuals and groups.
- Organize and coordinate travel arrangements, includingitinerary management, accommodations, and transportation, ensuring efficientand 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. Thisincludes identifying and booking meeting space, ordering refreshments,preparing agendas, and other related materials.
- Serve as liaison to those reporting to the VCR. Provideadministrative support to the Associate Vice Chancellors for Research (AVCR).
- Provide support and advice to the VCR on a wide range ofvisible issues involving high-level work associated with complex problems of aconfidential and extremely sensitive nature.
- Analyze complex and often sensitive issues, identify viableoptions, communicate options to the VCR and appropriately implement solutions.
- Support the VCR in all areas including relations with seniorleadership, vice chancellors, deans, faculty, researchers, universityorganizations and governmental organizations.
- Manage the high volume of communications received in theOffice of the Vice Chancellor for Research (OVCR) and ensure timely responses.
- Handle research administration issues that are routed to theVCR.
- Plan, develop and assist with the coordination ofconferences, 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 initiativesand committees and staff high-level search committees.
- Perform other related duties and participate in specialprojects as assigned.
- 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 andresearch.
- High proficiency in Microsoft Office and other officeproductivity tools, with eagerness to learn new software and systems
- Advanced professional writing expertise
- Keen interest in learning about the industry and staying upto date on news and trends
- Exceptional organizational, communication, and timemanagement skills
- Ability to navigate ambiguity, exercise flexibility anddemonstrate willingness to do what it takes to get the job done in a fast-pacedenvironment
- Ability to anticipate needs and take immediate action
- Strong problem-solving skills and attention to detail
- Ability to build trust and collaborative relationships atall levels of the organization
- Strong commitment to always maintaining confidentialinformation and embodying professionalism
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.
The university provides accommodations to applicants and employees. Request an Accommodation
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