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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12629954 Department

ARD Advancement Operations

About the Department

Alumni Relations and Development (ARD) engages alumni (\220k), current students, parents, and friends of the University through intellectual, professional and social activities on campus, around the world and online. ARD raises \$600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.

The Advancement Operations department builds and sustains the infrastructure essential for Advancement at the University, with a focus on people, systems, and data. As a dynamic and forward-thinking enterprise, the department champions innovation and excellence while fostering a world-class team committed to advancing the University\'s mission. The department comprises several specialized teams: Strategic Planning and Campaign, Gift Management, Analytics and Technology Solutions, Prospect Development and Decision Support, Financial Operations and Administration, and People and Culture. Together, these teams work collaboratively to ensure the success and continued growth of the University\'s fundraising and engagement efforts.

Job Summary

The Executive Assistant will play an essential role in supporting the Senior Associate Vice President of Advancement Operations. This position requires a proactive, self-directed individual who can manage complex scheduling, travel arrangements, hiring and talent management, budget, and other areas of administrative support effectively while maintaining a welcoming environment. The successful candidate will demonstrate strong organizational skills and a solutions-oriented mindset, ensuring the SAVPs daily operations run smoothly.

This role 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.

Responsibilities

• Provides advanced, diversified and confidential administrative executive support to the Senior Associate Vice President, including calendar and expense management, exercising considerable discretion and judgement for priorities and effective use of the Senior Associate Vice President\'s time.
• Manages SAVP office operations to help accomplish the goals of the Advancement Operations department. Anticipates the needs of the executive and the team. Takes initiative to pre-plan and prepare in advance of expressed needs.
• Manages the SAVP\'s budget by monitoring and reconciling accounts using UChicago\'s General Expense Management System (GEMS). Prepares financial administrative reports as required or as needed, in coordination with the Financial Operations team.
• Assists with departmental hiring, coordinating with the Director, Finance and Administration to ensure required documentation is submitted to Human Resources in a timely manner and assisting hiring managers with scheduling interviews.
• Coordinates the planning of Advancement Operations leadership and department-wide meetings and events.
• Maintains office supplies for the department, keeping inventory and ordering new supplies as needed.
• Proactively evaluates and refines recurring administrative processes, leveraging technology or best practices to reduce redundancy and enhance efficiency.
• Acts as liaison with Facilities, Building Maintenance, and Information Technology to ensure ll requests are responded to promptly.
• Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions.
• 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.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

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