Executive Assistant to the Vice Provost for Faculty Affairs

University of Illinois at Chicago; Chicago (IL); On-site; USD 65,000 - 80,000; Full time

Job summary

The University of Illinois at Chicago is seeking an Executive Assistant to provide high-level managerial support to the Vice Provost for Faculty Affairs. This role involves managing office activities, coordinating special administrative projects, and interacting with students and faculty while maintaining confidentiality. Candidates should have a strong background in higher education administration, excellent organizational skills, and the ability to handle sensitive information with discretion.

Benefits

Health, Dental, Vision, Life insurance

Defined benefit pension plan

Tuition waivers for employees and dependents

Qualifications

• At least 5 years working in higher education administration.
• Experience in office administration at a higher education organization.
• Excellent organizational and interpersonal skills.

Responsibilities

• Manage office activities and prioritize work for the Vice Provost.
• Coordinate large-scale events and meetings.
• Assist with HR related duties including managing searches and onboarding.

Skills

Organizational skills

Interpersonal skills

Detail-oriented

Tools

Microsoft Office

Job description

Executive Assistant to the Vice Provost for Faculty Affairs

Executive Assistant to the Vice Provost for Faculty Affairs

Hiring Department: Office of the Vice Provost for Faculty Affairs

Location: Chicago, IL USA

Requisition ID: 1034802

Salary: The budgeted salary range for this position is $65,000-$80,000

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has over 300,000 alumni, and is one of the largest employers in the city of Chicago.

Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits .

Position Summary
This position provides high-level managerial support to the Vice Provost for Faculty Affairs. Using discretion, initiative, and independent judgment, the Executive Assistant to the Vice Provost for Faculty Affairs manages office activities; schedules and prioritizes work and available resources; responds to requests and inquiries from students, faculty, and administrators; performs and manages projects related to the office. The Executive Assistant also coordinates a range of special administrative projects as assigned, including agenda management and large-scale event planning. This position acts as liaison between the Vice Provost and the office leadership.

Duties & Responsibilities

• Define problems, take initiative, conduct independent research, formulate solutions, and make recommendations to the Vice Provost regarding affairs of the office.
• As a member of the OVPFA Leadership Team participate in strategy meetings.
• Prepare detailed briefing materials, presentations, and written remarks for the Vice Provost in preparation for meetings, events, and speaking engagements; provide relevant facts, data, background information for meetings, reports, inquires, agendas., and presentations.
• Receive and manage confidential and sensitive information and requests related to the office.
• Respond to, or escalate, as needed, inquiries from students, faculty, administrative staff, and the general public, maintaining discretion and confidentiality in all communications.
• Review and prioritize incoming documents requiring Vice Provost approval.
• Use discretion and independent judgment in management of the Vice Provost’s calendar, including scheduling and coordinating meetings, appointments, and travel; may support calendaring for other designated staff as needed.
• Coordinate logistics for events and meetings (ie, workshops, webinars, taskforces, committees, dean’s reviews) from inception to completion including, but not limited to: ordering of supplies, promotion and advertisement for the events and meetings, catering, conference location and reservations, pre/post meeting space management, audio-visual and technical requirements, and event close-out.
• Plan and organize itineraries and travel support (hotel, airfare, etc.) as needed for faculty, staff, guests, search candidates.
• Provide administrative support for the OVPFA through oversight of the day-to-day operations of the office including, but not limited to, maintenance of the physical space and supplies/inventory; maintain office purchasing card, procure office supplies and equipment for office staff, and serve as one of the point people for office projects, e.g., moves, repairs, upgrades etc.
• Assist with HR related duties including managing searches, creating and maintaining new-hire manual, helping with onboarding; hire and manage student employee schedules and work assignments.
• Establish and maintain effective relationships with the Provost’s Office, Vice Provosts, Chancellor’s Office, and other key administrators.
• Contribute to OVPFA programming by assisting with the unit communication strategy through updates to the OVPFA web presence, which includes, but is not limited to, the event calendar, resources, services, programs, and events
• Liaise with university offices in the conduct of shared projects.
• Perform other related duties and participate in special projects as assigned.

Minimum Qualifications

· At least 5 years working in higher education administration

· Experience in office administration at a higher education organization

· Working knowledge of project development and management.

· Familiarity with university ordering systems for purchasing and other financial transactions

· Knowledge of university and departmental informational and service resources ability to interact with various support units to produce desired information and/or results; skill in discerning applicability or correctness of information

· Knowledge of university travel policies to advise staff and visitors when initiating and completing travel-related transactions

· Skill in using standard email and calendar applications (Outlook, Google mail), standard computer technology and software (Microsoft Word, Excel, and PowerPoint, Teams), storage applications (e.g., Box, Drive, Network drives) and event planning tools (Qualtrics, Form Builder), and

· Detail-oriented in all verbal and written communications, contributions to planning and events, and project support efforts;

· Excellent organizational skills; ability to establish and maintain coherent spreadsheets and filing systems for various projects and purposes; establishing work flow to accomplish programmatic objectives and aligning tasks and associated expenditures with budget allocation

· Excellent interpersonal skills and ability to communicate effectively and cordially both verbally and in writing with diverse audiences including students, faculty, staff, and the public. Skill in receiving and conveying accurate information.

· Skill in working as part of a team, collaborating and maintaining and cooperative working relationships with colleagues

· Skill in working independently and completing assigned tasks with minimal oversight

· Skill in time management, prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignments, pressures of deadlines, demands of competing requirements, and periodic heavy workload

· Demonstrated ability to be punctual and maintain a consistent work schedule

· Ability to sustain an organized, clean, welcoming, and professional work environment

· Ability to handle confidential material with discretion and to act on sensitive issues with tact and discretion

· Ability to adhere to established university guidelines and procedures, following instructions designed to protect and ensure the safety of all university employees

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Looking for more University of Illinois positions?

We invite you to search for positions at each of the University of Illinois locations, the University of Illinois System Office and the University of Illinois Foundation. The University of Illinois System Office supports the primary missions of teaching, research, public service, and economic development for all of the Universities and offers positions in all locations. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.