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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