This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/11863964 Department

BSD ARC - Administration

About the Department

The Animal Resources Center (ARC) at The University of Chicago is responsible for the use and care of all research animals on campus. The ARC manages 6 facilities and a business office. Its sections are as follows: husbandry, maintenance, operations, veterinary care, finance and administration. The unit merged with the Office of Shared Research Facilities (OSRF) managing all of the BSD cores on campus.

Job Summary

The job 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.

The Executive Assistant serves the Associate Dean of Research Resources and other leadership positions in the Animal Resource Center (ARC) and Office of Shared Research Facilities (OSRF) performing advanced, diversified and confidential administrative support. Relieve senior management of as much administrative detail as possible. Stay informed of activities relating to the unit and to University programs and initiatives, apprising the executive team of issues when deemed necessary. Coordinate information flow from ARC/OSRF and represent senior management to other University executives, other University offices and outside agencies.

Responsibilities

Plan, organize, schedule and coordinate meetings, conferences, E4L trainings and special events, ensuring the management team is prepared through compiling data, statistics, and other information and materials. Coordinate lunches, order food, gift cards and other items used for recognition program.

Manage correspondence and other written materials/reports or data for the Associate Dean of Research Resources and other ARC/OSRF faculty/senior management, triage incoming/outgoing information, coordinate information flow and act as resource person for information covering ARC/OSRF and other BSD and University offices.

Resolve routine and complex internal/external inquiries, refer inquiries to the appropriate person and act as a liaison or resource person and follow-up to ensure complete and timely responses ensuring the management team is prepared for meetings and events.

Work with vendors and other external representatives in obtaining quotes or information regarding supplies and equipment, work with Finance group on procurement requirements for purchasing materials. Manage reconciliation with credit card purchases.

Responsible for working with faculty/senior management in identifying problems and resolving issues relevant to projects, meetings or events. Responsible for ensuring overall timely delivery and outcome of information flow for the unit.

Assist with human resources activities, tasks, and announcements, work closely with the Director of Strategic Operations and the Director of Finance & Administration on preparation of required documentation submitted to BSD human resources.

Interacts with faculty, researchers and staff for committee work or information.

Provide administrative office support for the Chair and Department Administrator. Manage calendars and schedule appointments independently, or as directed.

Assist and provide administrative oversight for relevant BSD projects, including updating project plans and timelines, scheduling meetings, coordinating resources with other BSD units, and assisting with the creation and updating of unit tracking and reporting.

Provide and manage administrative, expense and logistic support for the office suite, including but not limit d to calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.

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.

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