The Administrative Assistant provides high-level professional administrative support to the Associate Provost for Equal Opportunity Programs. The Administrative Assistant also assists the leadership of the Offices for Affirmative Action, Access and Equity, and Sexual Misconduct Support and Resources.
Maintain the Associate Provostâ™s calendar and coordinate meetings, travel, and special events. Coordinate logistics, including guest list management, room reservations and A/V needs, meeting material and presentation preparation, and catering.
Oversee projects and prepare briefings as directed by the Associate Provost and in collaboration with the Associate Director for Equal Opportunity Programs.
Coordinate agendas for meetings, and attend meetings as needed to take minutes and notes. Screen and direct callers and mail.
Prioritize, direct, and respond to correspondence to the Office for Equal Opportunity Programs mailbox.
Lead operational execution of sexual misconduct awareness and prevention training, including:
Work with the third-party training provider to coordinate online training assignments for students, faculty, and staff.
Respond to inquiries and troubleshoot issues with vendor representative.
Track student, staff, and faculty compliance and prepare reports.
Schedule in person departmental training and new hire training for faculty.
Provide office support by processing invoices and reimbursements, procurement and purchasing requests.
Track expenses, coordinate reimbursements, and reconcile to budget.
Maintain updates to websites including but not limited to the Equal Opportunity Programs site, HR website, Employee Handbook, and Student Manual, including dissemination of updates to the Policy on Harassment, Discrimination, and Sexual Misconduct; and the Universityâ™s Non-discrimination Statement.
Maintain office files and record retention. Maintain confidential discrimination complaint data. Maintain office supplies, equipment, and the physical office space. Make updates to University directories.
Assist with onboarding new staff.
Assist with federal, state, and city compliance reporting obligations.
Other duties as assigned.
Familiarity with central administration within a complex research university environment required.
Excellent verbal and written communication skills required.
Excellent interpersonal skills required.
Ability to handle public contacts with courtesy, clarity, and diplomacy required.
Ability to handle sensitive and confidential situations and information with absolute discretion required.
Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required.
Excellent problem-solving skills required.
Ability to use appropriate resources to resolve an issue required.
Ability to follow an issue through to resolution.
Considerable skill in working both independently and as a team member required.
Ability to take initiative and organize and complete projects with minimal supervision required.
Experience and proficiency with software applications (e.g., Outlook, Word, Excel, PowerPoint, Adobe Acrobat) and database systems preferred.
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
Internal Number: JR01344
About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.