Department
BSD BMD - Administration
About the Department
The Ben May Department for Cancer Research was formally established in 1951 with funds provided by Alabama businessman and philanthropist Ben May. The work done by the collection of laboratories within the Ben May Department for Cancer Research has advanced cancer treatment by providing answers to fundamental biological questions and by finding applications for groundbreaking scientific discoveries.
Job Summary
The Executive Assistant will independently manage multiple administrative and management tasks, while providing high-level support to the Chair and Executive Administrator of the Ben May Department for Cancer Research. This position supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgment to escalate matters appropriately and to ensure smooth and effective operations.
As an Executive Assistant, you will provide a wide variety of exceptional strategic support and project assistance, including scheduling and coordinating high-priority meetings, organizing meetings and workshops, running special events, and maintaining calendars, while upholding confidentiality and exercising discretion in handling sensitive matters.
This is a fast-paced role and demands a high level of discretion, confidentiality, attention to detail, and flexibility. To be successful in this role, you will be a creative and positive self-starter with the right set of skills to take on a range of projects and work from concept to completion.
Responsibilities
Manages telephone and email communications for respective leaders and responds or coordinates responses with relevant team members and follows up to ensure complete and timely responses.
Collaborates on new and ongoing projects. Tracks and helps drive completion of key deliverables and follows up on outstanding items. Tasks include proofreading, fact checking, and editing papers and reports under the supervision of the Chair, Faculty, and Executive Administrator.
Coordinates events for the Ben May Department of Cancer Research, including logistics, assistance with planning and preparing presentations, event outreach, and post-event write-ups.
Prepares and coordinates letters of recommendation, faculty reports, conflict of interest statements, and other institutional documents for leaders’ submission.
Manages faculty member’s individual finances including soliciting and processing travel reimbursements, honoraria, and other internal and external receivables, to ensure timely dispersal of obligated payments. Orders supplies and equipment.
Stays informed of activities relating to University programs and initiatives, apprising the leaders of issues when deemed necessary.
Serve as an information gateway for general inquiries, including assistance with answering the main administrative phone line and general email.
Assists in managing daily operation of the office and may assist in developing administrative goals and policies. Maintains the leaders’ calendar, exercising discretion and judgment as to priorities and effective use of the leader’s time.
Coordinates special projects as directed by leader. May manage a portion of the leader’s budget, monitoring and reconciling accounts. May prepare financial and/or administrative reports.
Update Ben May Department of Cancer Research Website.
Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience:
Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
Certifications:
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Preferred Qualifications
Education:
Experience:
Experience working in a university/academic medical center.
Experience in a senior level administrative support position for executive-level leaders.
Experience with scheduling for multiple leaders, preparing leaders for meetings, and events.
Experience creating, editing, proofing, and sending executive communication on behalf of supported leaders including experience preparing presentation decks for executive leadership.
Proficiency in Google Suite, Microsoft Suite, and Adobe Acrobat.
Experience with Project Management and methodologies.
Experience and knowledge of university financial systems and purchase order (PO) processes.
Preferred Competencies
Ability to handle highly confidential and sensitive materials and situations.
Ability to interact comfortably with senior executives, faculty, and staff.
Ability to develop collaborative relationships throughout the University and Medical Center Community.
Ability to manage and organize ad hoc projects to support processes and workflows for the department.
Ability to be reliable, driven and results oriented.
Strong organizational, communication and interpersonal skills.
Experience handling multiple projects and working well under deadlines.
Ability to troubleshoot using appropriate resources to resolve issues.
Working Conditions
Office Environment.
This position is eligible for a hybrid/alternative work arrangement; however, working from the office is highly encouraged. Please note that hybrid/alternative work arrangements are based on business needs and the demands of specific tasks.
Weekend/Evening hours: As needed.
Application Documents
Resume (required)
Cover Letter (required)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Administration & Management
Role Impact
Individual Contributor
Scheduled Weekly Hours
37.5
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Salary
FLSA Status
Exempt
Pay Range
$60,000.00 - $90,000.00
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in theBenefits Guidebook.
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
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.
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.
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