Department
SSD: Center for the Economics of Human Development - Staff and Temporary Employees
About the Department
The Center for the Economics of Human Development (CEHD) brings together top-tier researchers to conduct and disseminate rigorous interdisciplinary research that identifies and explores the conditions under which people develop the skills necessary to thrive in society and achieve their fullest potential. CEHD’s research is guided by Nobel laureate James J. Heckman and includes a comprehensive array of interrelated projects and initiatives which promote a thorough empirical understanding of human flourishing. Unifying this research is an evolving idea that capacities and skills acquired over the lifecycle, starting at conception, transform many aspects of the life course at all stages, ranging from employment and earning prospects to overall health.
Job Summary
The Executive Assistant and Center Administrator (EACA) will provide high-level support for the Director of the Center for the Economics of Human Development, James Heckman, maintaining efficient and proactive day-to-day, as well as strategic long-term, administrative support. The EACA will also work closely with the Center’s Executive Director to oversee the CEHD’s suite of academic initiatives that support its rigorous research and academic programs. This position independently manages the academic affairs of the research Director, Executive Director, collaborators, and visitors, and the programs they organize. Comprehensively organizes scholarly meetings, conferences, and special events to both advance and amplify research at the center. Prepares special reports and summaries to showcase the work of the CEHD, synthesizing information from various academic sources, including the activities and collaborations of the Director and Executive Director. Fosters research partnerships through formalizing relationships with internal and external stakeholders.
This role provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.
Responsibilities
- Stays informed of activities relating to University programs and initiatives, apprising the Director of issues when deemed necessary. Coordinates information flow from the Director’s office to the University. Relieves the Director of administrative responsibilities.
- Answers, screens, and directs written and verbal communications on behalf of the Director with utmost professionalism and confidentiality. Triages emails and telephone calls for action. Initiates correspondence and other written materials under own signature or for signature of the Director. Resolves routine and complex inquiries.
- Provides complete and strategic oversight of schedule and engagements including triaging, stewarding, and confirming internal and external invitations; development and communication of agendas and meeting expectations; and follows-up with meeting participants for resulting deliverables. Gathers relevant event details for promotion, including guest attendance, media galleries (videos and photographs), press list, etc. for stewardship and to maximize the Director's participation and exposure.
- Manages speaking and media requests. This includes screening domestic and international requests accepted via email or through form submissions from website, such as interviews and speeches, in collaboration with administrative leadership and with support from a public relations firm and/or communications consultant.
- Independently secures domestic and international travel arrangements including associated visa(s), airfare and ground transportation, hotel, and payment and/or reimbursement, in accordance with Director’s preferences and University policies.
- Provides fiscal assistance to Director including soliciting and processing travel reimbursements, honoraria and other internal and external receivables, and ensures timely dispersal of obligated payments. Must employ discretion when handling sensitive information.
- Tracks Director’s external, internal, and publication related deadlines.
- Guides daily and/or special, high-priority requests from Director and Executive Director to completion. This includes immediate action items, recurring projects including recommendation letters for graduate students, and/or ad-hoc projects.
- In coordination with the Executive Director, aids in stewarding relationships with CEHD’s expansive network of affiliates as well as current and potential funders/donors. Identifies opportunities, within the scope of the role, for leadership to advance relationships and promote CEHD work and accomplishments.
- Executes conferences, workshops, and speaker series requested by the Director and Executive Director. Responsible for full logistical lifecycle, such as secure speaker(s), liaise with stakeholders, arrange travel and hotel, book space and catering, gather an audience, coordinate on-site delivery, prepare and reconcile budget, report post-event, etc.
- Hosts academic visitors invited by the Director and Executive Director (e.g., faculty, scientists, graduate students, etc.) for short-term collaborative stays. Must secure University appointment(s), oversee visit logistics (e.g., travel, hotel, visa, office space), and facilitate engagement with the local research community.
- 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.
- Prepares 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:
Technical Skills or Knowledge:
- Proficiency with word processing and spreadsheet applications, specifically Microsoft Office Suite.
- Proficiency with other software applications, such as G Suite, Outlook, and Adobe Acrobat.
- Familiarity with LaTeX.
Preferred Competencies
- Maintain calm and courteous demeanor and work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
- Considerable skill in working both independently and as a team member. Take initiative and organize and complete projects with minimal supervision.
- Use appropriate resources to resolve an issue.
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Handle public contacts with courtesy, clarity, and diplomacy.
- Handle sensitive and confidential situations and information with absolute discretion.
- Excellent problem-solving skills.
- Follow an issue through to resolution.
- Monitor email outside of business hours.
Application Documents
- Resume/CV (required)
- Cover Letter (required)
- References Contact Information (3)(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
$65,242.60 - $84,431.60
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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