Administrative Assistant

BSD E&E - Administration
The Department of Ecology and Evolution hosts diverse faculty and student interests in the ecological and evolutionary processes that underlie patterns of life on earth. The research interests of our faculty include population genetics, molecular evolution, quantitative genetics, animal behavior, plant and animal ecology, evolutionary theory, systematic paleontology, and related subjects. A common theme in E&E is the application of quantitative techniques and current technologies to probe the conceptual foundations of ecology and evolution.
Researchers in E&E apply empirical and theoretical approaches across a wide variety of microbes, plants, and animals. While some research is focused on demystifying the ever-increasing genomic databases for diverse taxa, other researchers probe the factors that define species or make use of field experiments to understand species interactions and fates. Our focus is on the importance of science, while we also work to see sound applications of our research in the areas of genetically modified organisms, resource management, climate change, and the genetics of disease.
The Administrative Assistant reports to the Chairman and Executive Administrator in the Department of Ecology and Evolution at The University of Chicago Biological Sciences Division.

This role requires the knowledge and skills developed through work in a similar position, including the ability to interact with external and internal University partners with the utmost level of discretion and professionalism in a friendly and positive manner. The person selected for this role will serve as a key member of the administrative support team for the Department. The ideal candidate is a highly motivated, detail-oriented, and enthusiastic professional who enjoys working in a collaborative and fast-paced environment.

• Provides high-level of confidential support for the Chairman.
• Manages the coordination of meetings, events, and/or conferences in support of the Chairman and Faculty.
• Serves as the primary representative for faculty recruitment activities; including but not limited to booking seminar space, catering, socials, creating interview itineraries, escorting individuals while on campus, arranging coordinating travel arrangements, etc.
• Coordinates special projects as directed by the Chairman.
• Assists departmental visitors with inquiries and requests.
• Assists new department members by providing low level training for Buysite as needed.
• Maintains the departmental equipment inventory.
• Manages the coordination of conference rooms for classes, defenses, events, and meetings for faculty, students, and other academic personnel.
• Primary responsibility for the office management of orders, supply inventory, machines, and purchase orders through Buysite.
• Assists with preparation of reimbursements for department members and visitors using GEMs, e-payments, etc.
• Primary responsibility for the onboarding process for new faculty, staff, and trainees for technology set up for phone and computers.
• Maintains the department website.
• Monitors email and responds as needed.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
• 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.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other work as needed.

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree). Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

• Bachelor’s degree.

• Experience in supporting a Chairman or other senior executive.
• Familiarity with the University of Chicago.
• Experience working in higher education strongly preferred.

• Exceptional accuracy, attention to detail, and ability to complete tasks thoroughly.
• Positive, service-oriented attitude and courteous demeanor.
• Demonstrated ability to multitask and meet deadlines in a challenging, fast-paced work environment.
• Sound judgment and the ability to anticipate potential problems and address them before they arise.
• Acumen to interact with a diverse and distinguished range of colleagues and visitors.
• Ability to handle sensitive and confidential situations and information with absolute discretion.
• Excellent oral and written communication skills.
• Proficiency with Microsoft Office Suite, with high proficiency in Word, Excel, and PowerPoint, and with Adobe Acrobat.

• This position is eligible for a hybrid work schedule.

• Resume/CV (required)
• Cover Letter (required)
• Reference Contact Information (3)(required)

Administration & Management
Individual Contributor
Non-Exempt
Biweekly
37.5
Yes
No
No
No