1) Assist with preparation of strategic and logistical aspects of board and committee meetings including working with other units on agenda content, meeting materials, talking points, and annotated agendas for key board members and staff, as well as scheduling and calendaring.
2) Build and maintain excellent working relationships and open lines of communication with campus partners and offices.
3) Oversee production and mailing of printed materials for the Marine Biological Laboratory Board, the Baptist Theological Union Board of Trustees, the University Board of Trustees, and the Laboratory Schools Board.
4) Manage cross-divisional projects and tasks as needed, including correspondence and scheduling for various boards.
5) Research and draft memos, resolutions, reports, dockets, letters, as assigned.
6) Assist with oversight of membership processes for the Advisory Councils program and other boards and councils.
7) Perform detailed reviews and editing of documents representing the University.
8) Draft, edit, and manage communications to various constituents including external constituents, including on behalf of the Vice President and Secretary of the University.
9) Monitor, maintain, and update digital databases, websites, directories, and document archives.
10) Provide troubleshooting and technical support for several board websites.
11) Produce design templates for office brand consistency; maintain style guides.
12) As-assigned special projects.
13) As-assigned design projects, including signage, stationery, maps, invitations, seating cards, web graphics, letterhead, envelopes, and other print and digital products.
Event Planning and Administrative Support:
1) Assess vendor capability and expertise; source and contract vendors for special events.
2) Assist with the development and coordination of special events and VIP visits, including arranging meeting logistics, purchasing supplies, and catering.
3) Provide on-site support to ensure successful execution of events as necessary.
4) Provide Convocation support and on-site staffing.
5) Scheduling individual and group meetings on and off campus.
6) Screen, direct, and respond to confidential communications with the utmost courtesy and professionalism.
7) Answer telephones and respond to routine and unusual inquiries.
1) Exceptional oral, written, and interpersonal communication skills.
2) Exceptional organizational skills and keen attention to accuracy and detail.
3) Exceptional time management and follow-up skills.
4) Ability to work independently and to manage, prioritize, and accurately complete multiple tasks and projects.
5) Ability to maintain confidentiality, exercise judgment, and discretion.
6) Ability to communicate with maturity, tact, and courtesy towards Trustees, staff, visitors, and colleagues.
7) Ability to problem-solve, to function effectively in a fast-paced office environment, and to produce quality work on tight deadlines.
8) Ability to work occasional nights and weekends.
9) Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and various web browsers.
10) Proficiency on both Mac and PC computers.
11) Proficiency in HTML, Microsoft SharePoint, Adobe Acrobat, and Adobe Creative Suite.
12) Proficiency with information technology, including managing databases, maintaining websites, using mobile devices, and preparing graphics and publications.
13) Experience interacting with high-level constituents and volunteer leaders.
14) Strong communicator and collaborator who enjoys working both independently and on a team.
1) Bachelorâ™s degree
1) At least three- to five-years work experience.
2) Experience providing support for high-level executives, a board of trustees or board of directors, or direct experience with institutional governance.
3) Experience in higher-education setting, or similar non-profit setting.
1) Cover Letter
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.
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Internal Number: JR04527
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.