Administrator, Deaní¢â‚¬â„¢s Office

Location: Chicago, IL Job Description: Serves as the first point of contact for visitors to the Dean's Office, ensuring a welcoming and professional environment. Manages the Vice Provost for the Arts' calendar, scheduling meetings, preparing agendas, distributing materials, and handling follow-up documentation. Provides administrative support for two Deputy Deans, as it relates to their Deputy Dean appointment; managing calendars, coordinating meetings, and preparing necessary materials. Acts as the primary liaison between the Deputy Deans, Vice Provost for the Arts, and department administrators within home units as needed, such as supporting committee work with faculty chairs and co-chairs, ensuring clear and efficient communication and smooth workflow. Coordinates onboarding processes for new Deputy Deans, and others as needed. Provides backup to the SEA in managing the Dean's calendar, scheduling meetings, and coordinating travel arrangements as needed. Assists in disseminating information to faculty, staff, and students; maintains/updates divisional listervs. Coordinates office supply inventory and manages purchase orders to ensure supplies and resources are available. Monitors deadlines and ensures follow-ups on tasks and projects assigned to the office. Processes invoices, assists the Deputy Deans and VP of the Arts with expenses, either directly or in collaboration with the Shared Services GEMS support team. Maintains accurate records, files, and spreadsheets, ensuring data integrity and accessibility. Supports the planning and execution of events, meetings, and conferences hosted by the Deputy Deans. Assists SEA as needed with events hosted by the Dean. Provides on-site support during events to ensure smooth execution. With guidance from the SEA, enters data in Workday, including research leave, new chair appointments, and emeritus termination details. Provides administrative support for special projects and initiatives under the guidance of the SEA. Conducts basic research, data entry, and reporting 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. May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries. 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. 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 related work as needed. Preferred Qualifications Experience: 5 years of experience in executive-level administrative support, preferably in an academic setting. Proven experience managing complex schedules and coordinating projects. Technical Skills or Knowledge: Proficiency in Microsoft Office Suite, project management tools, and other relevant software. Proficiency in Workday. Preferred Competencies Exceptional organizational and time-management skills. Strong written and verbal communication. Handle sensitive information with discretion and maintain a high level of confidentiality. Demonstrated problem-solving skills and attention to detail. Capacity to work independently and collaboratively in a dynamic and fast-paced environment. Application Documents Resume/CV (required) Cover Letter including your interest in this position (required) Three References Contact Information (required) #J-18808-Ljbffr

Created: 2025-03-05