HybridMatches your job preferences, workplace type is Hybrid. Full-time The Executive Assistant to the Vice Chancellor for Research is critical in supporting the Vice Chancellor in managing the research portfolio 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 providing comprehensive executive support to ensure the smooth operation of the office. The role requires a highly organized, proactive individual with exceptional communication skills and a solid ability to manage multiple tasks in a fast-paced academic environment. This position has a broad range of responsibilities and must exercise sound judgment in decision-making, establish priorities in completing work assignments, writing and editing, exercise confidentiality and function at a high level of performance with a minimum of supervision.
This is a full-time and benefits eligible position and a hybrid work schedule is available. UIC offers competitive salaries commensurate with experience. In addition, all full time benefits eligible positions include a comprehensive benefits package which include Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes Vacation, Holiday and Sick. In addition, we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits .
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. Resolve scheduling conflicts as they arise. Assist with communications related activities such as maintaining relevant distribution lists, producing email correspondence, presentations, meeting agendas and organization change announcements Ensure that the Vice Chancellor is briefed in advance for meetings with a wide range of individuals and groups. 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 Vice Chancellor. Provide administrative support to the Associate Vice Chancellors for Research (AVCR). Provide support and advice to the Vice Chancellor 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 Vice Chancellor and appropriately implement solutions. Support the Vice Chancellor in all areas including relations with senior leadership, vice chancellors, deans, faculty, researchers, university organizations and external organizations. Manage the high volume of communications received in OVCR and ensure timely responses. Handle research administration issues that are routed to the Vice Chancellor. 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 Vice Chancellor'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. Solid business writing skills. 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.
APPLICATION : To ensure fullest consideration, application materials must be received by December 2, 2024. Start date is as soon as possible after the close of the search. Salary is commensurate with experience and education. All candidates must create a candidate profile through http://jobs.uic.edu and upload a cover letter, resume and contact information for three references by the close date.
Interested candidates must apply directly on the UIC job board at:
https://uic.csod.com/ux/ats/careersite/1/home/requisition/12495?c=uic
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