Department
SSD: Economics - Staff and Temporary Employees
About the Department
For more than 100 years, the Kenneth C. Griffin Department of Economics has defined excellence in economic research and education. Consistently ranked among the world’s top programs, the Department is home to an extraordinary faculty whose influence shapes both academic thought and real-world policy. Our scholars have earned more Nobel Prizes and John Bates Clark Medals in economics than any other university—an unparalleled record of distinction. With numerous members elected to the National Academy of Sciences, the American Academy of Arts and Sciences, and the Econometric Society, the Griffin Department continues to lead the field and inspire the next generation of economists.
Job Summary
The Executive Assistant (EA) provides vital administrative and project support for key initiatives within the Kenneth C. Griffin Department of Economics, including the Economics for Everyone (E4E) Initiative and the Journal of Political Economy (JPE). Reporting to the Director of Finance, Operations, and Personnel, this role supports the JPE Head Editors, E4E Director, affiliated faculty, and an Instructional Professor.
Key responsibilities include managing project timelines, tracking milestones, overseeing financial activities and reporting, and handling payroll and procurement processes. The Executive Assistant plays a critical role in ensuring the smooth execution of departmental initiatives and advancing the mission of inclusive, impactful economic research and education.
Responsibilities
- Provide high-level administrative support for the Instructional Professor, Directors, and project faculty.
- Maintain calendars and schedule meetings, Zoom calls, and special events.
- Manage speaking and media requests. This includes screening requests and/or accepting requests via email, or through form submissions from websites (e.g. for interviews, speeches).
- Coordinate domestic and international travel arrangements, including associated visa(s), airfare, ground transportation, and hotel accommodations, according to their preferences.
- Serve as the webmaster for the Econ4Everyone website and oversee Econ4Everyone social media accounts and social media campaigns.
- Manage the econ4everyone inbox.
- Maintain and update as needed key initiative materials, including one-pager, PPT template, and brand guidelines.
- Help draft donor stewardship reporting.
- Work collaboratively with the Communications Manager to ensure seamless integration with the Economic Department communication channels.
- Track and report on project milestones and provide status reports to project leadership. Resolve any administrative issues throughout the project lifecycle.
- Process the Directors’, Instructional Professor, project faculty member’s and consultant's travel reimbursements using SAP/Concur – GEMS.
- Reimburse external vendors, submit invoices and requisitions using Oracle while adhering to Financial Services guidelines.
- Organize on- and off-campus meetings including lab meetings, dinners, workshops, and other special events. Coordinate speakers, handling all travel arrangements and reimbursements; handle speakers' itineraries; make room reservations, arrange for ground transportation.
- Assist with course materials and exams.
- Provide high-level administrative support for the Journal of Political Economy, JPE-Micro and JPE-Macro journals, and to the JPE Head Editor.
- Manage appointments, compensation, and course releases for journal editors, associate editors, and data editors.
- Secure JPE Advisory Council's nomination, University Publication Board approval, notify the SSD Dean, and provide appointment letters to editors.
- Manages all financial activities, including financial budgeting, reporting, projections, monitoring accounts receivable, payroll, and procurement.
- Announce the recipient of the Robert Lucas Jr Prize and process the award payment.
- Facilitate payment for the international replicators team based on hours worked.
- 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.
- Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
- Perform 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:
- Bachelor’s degree or higher in Business Administration or related field.
Experience:
- Three years of accounting experience in a university environment.
- Experience supporting faculty, academics, and directors in a higher education environment.
- Experience calendaring, planning special events, and scheduling complex appointments and high-profile meetings.
- Experience coordinating complex domestic and international travel.
- Experience obtaining visas for international travel.
- Familiarity with university financial policies and procedures and domestic and international tax regulations.
Technical Knowledge or Skills:
- Project Management experience.
- Strong mathematical, analytical and problem-solving skills.
- Advanced proficiency in Excel using formulas and pivot tables.
- Proficiency in Microsoft Office Suite, Google Suite, Adobe, Oracle, SAP/Concur.
Preferred Competencies
- Excellent organizational and analytical skills with a high level of accuracy and sharp attention to detail.
- Excellent interpersonal skills and the ability to work effectively with a wide range of individuals and constituencies in a diverse professional environment.
- Demonstrated excellence in written and verbal communication.
- Ability to handle highly confidential and sensitive materials and situations.
- Ability to effectively manage a heavy workload, competing priorities, and tight deadlines
- A quick, self-learner with ability to initiate, organize, prioritize and complete multiple, high-level projects; meet tight deadlines; and work effectively with minimal supervision in a fast-paced environment.
- Demonstrated ability to anticipate and respond to future needs.
- Works well independently and in a team environment.
- Ability to use appropriate resources and follow an issue through to resolution.
- Demonstrated sound judgment with the ability to solve problems and make effective decisions.
Working Conditions
- Some evenings and weekends may be required.
Application Documents
- Cover Letter (required)
- Resume (required)
- Three Professional References (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
$75,000.00 - $85,000.00
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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