Director’s Administrative Lead — Academic Operations

University of Chicago; Chicago (IL); On-site; USD 60,000 - 90,000; Full time

Job summary

The Duchossois Family Institute (DFI) at the University of Chicago seeks a highly organized Sr. Administrative Assistant to support the Director and research community in a dynamic academic environment.

You will manage the Director’s complex calendar, handle communications, assist with grant applications and manuscripts, and coordinate meetings, travel, and events with laboratory teams. This role requires discretion, strong writing and interpersonal skills, and the ability to work independently

Qualifications

• 7+ years of work experience in a related administrative role.
• Vocational training or equivalent experience in an administrative field.
• Bachelor’s degree strongly preferred.
• Experience in higher education, research, or academic medical environments preferred.
• Experience assisting with grant submissions, manuscript preparation, faculty support, or coordinating seminars and speaker visits preferred.

Responsibilities

• Manage the Director’s calendar, schedule meetings, coordinate guest and faculty visits, and facilitate communication between the Director, faculty, and University administrators.
• Serve as a first point of contact for visitors, triage emails and calls, and handle inquiries with discretion and confidentiality.
• Assist with grant applications, publication manuscripts, reimbursements, and travel arrangements for faculty and staff.
• Oversee daily office operations, conference room scheduling, inventory, access coordination, and general administrative support.
• Coordinate speaker visits, scientific meetings, and departmental events, including logistics and day-of-event support.
• Maintain the departmental website and support purchasing and vendor payments.
• Provide confidential, high-level administrative support for the leader, coordinating information flow and staff as needed.
• Prepare correspondence, write-ups, and reports; manage the leader’s calendar with discretion and prioritization.
• Support special projects and budget coordination, including preparation of financial and administrative reports.
• Perform other related work as needed.

Skills

Organizational skills

Communication skills

Discretion

Problem solving

Interpersonal skills

Teamwork

MS Office

Scheduling

Education

Bachelor’s degree

Tools

Microsoft Office Suite

WhenIsGood

Job description

The Duchossois Family Institute (DFI) at the University of Chicago seeks a highly organized Sr. Administrative Assistant to support the Director and research community in a dynamic academic environment.

You will manage the Director’s complex calendar, handle communications, assist with grant applications and manuscripts, and coordinate meetings, travel, and events with laboratory teams. This role requires discretion, strong writing and interpersonal skills, and the ability to work independently