Director Support Specialist Grants & Meetings

Biological Sciences Division at the 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 is seeking a highly organized Sr. Administrative Assistant to support the Director and research community.

You will manage a complex calendar, coordinate communications, assist with grant applications and manuscripts, and oversee daily operations in a dynamic academic environment. You will coordinate meetings and events, support travel, reimbursements, vendor relationships, and maintain the departmental website, while handling

Qualifications

• Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field.
• Experience: 7+ years in a related job discipline.
• Bachelor’s degree strongly preferred.
• Experience in a higher education, research, or academic medical environment strongly preferred.

Responsibilities

• Manage the DFI 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, phone calls, responding to routine and complex inquiries with discretion and confidentiality.
• Support faculty, staff, and students by assisting with grant applications, publication manuscripts, reimbursements, and travel arrangements.
• Oversee daily office and departmental operations, including conference room scheduling, office supply inventory, key/access coordination, and general administrative support.
• Coordinate speaker visits, scientific meetings, and departmental events, managing logistics such as schedules, travel, catering, room reservations, itineraries, and day-of-event support.
• Maintain the departmental website and support laboratory and departmental purchasing, including supplies, vendor payments, and related administrative processes.
• 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.
• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems.
• Performs other related work as needed.

Education

Bachelor’s degree strongly preferred

Job description

The Duchossois Family Institute (DFI) at the University of Chicago is seeking a highly organized Sr. Administrative Assistant to support the Director and research community.

You will manage a complex calendar, coordinate communications, assist with grant applications and manuscripts, and oversee daily operations in a dynamic academic environment. You will coordinate meetings and events, support travel, reimbursements, vendor relationships, and maintain the departmental website, while handling