Executive Support Manager

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

Job summary

The Office of College Admissions at the University of Chicago seeks an Executive Support Manager to provide high-level administrative and strategic support to senior admissions leadership, exercising independent judgment on priorities, scheduling, and special projects while advising on office procedure and policy.

Responsibilities include managing daily operations for the Vice President, coordinating travel domestically and internationally, creating briefings, and staff support to enhance

Qualifications

• Minimum 7+ years of work experience in a related field.
• Experience supporting senior executives and coordinating complex calendars.
• Experience with budgeting, expenses, and reconciliation.
• Knowledge of University resources and programs.
• Proficiency in MS Office and online databases/tools.

Responsibilities

• Manages daily operations and front-line support for the office of the Vice President, Associate Vice President, and Dean.
• Coordinates complex travel and meeting priorities.
• Prepares daily briefings and event briefings for senior leadership; coordinates high-profile events.
• Staffs leadership travel domestically and internationally as needed.
• Develops recommendations to improve office-wide efficiency and processes.
• Acts as back-up for the College Admissions Office Manager and oversees budgets and staff.

Skills

Executive support

Calendar management

Travel coordination

Briefings

Communication

Confidentiality

Education

Bachelor’s degree

Tools

MS Office

Box

Concur

Workspace

Zoom

Job description

About The Department

The Office of College Admissions has a staff of over 40 people, most of whom are Admissions Counselors. They manage marketing to and recruitment of prospective students as well as the admissions process for first year and transfer students into The College, and summer programs for high school students. The Office of College Admissions is a forward-facing department often providing the first impression of UChicago to visitors in-person and virtually as well as telephonically and via email engagement. Of its several schools and departments, The College is the single-largest entity and this office is responsible for bringing to campus a class of students with a diverse set of backgrounds who are prepared to take on rigorous academics while engaging with the University, surrounding neighborhood, and city of Chicago. http://www.collegeadmissions.uchicago.edu.

Department

ESA Undergraduate Admissions - Group 1

Job Summary

The Executive Support Manager provides high-level administrative and strategic support to senior admissions leadership, exercising independent judgment on priorities, scheduling, and special projects while advising on office procedure and policy.

Responsibilities

• Manages the daily operations and front-line support for the office of the Vice President, Associate Vice President, and Dean of College Admissions.
• Exercises independent judgment in managing complex, competing travel and meeting priorities.
• Creates and prepares daily briefings, event briefings for senior leadership, and coordinates high profile events and programs.
• Supports coordination of leadership travel domestically and internationally throughout the year.
• Develops recommendations on operational and administrative matters for the Vice President and Dean’s review to support developing and implementing new processes to improve office-wide efficiency.
• Serves as a back-up for the College Admissions Office Manager, managing the day-to-day operations of the office and managing student staff.
• Exercises discretion in handling confidential matters related to personnel, budget planning, and executive scheduling on behalf of senior leadership.
• Stays informed of activities relating to University programs and initiatives, apprising leadership of issues when deemed necessary. Coordinates information flow from leadership to University partners and leadership as directed. May staff Board of Directors meetings.
• Initiates correspondence and other written materials under own signature or for signature of leadership. Triages emails and telephone calls for action. Resolves routine and complex inquiries.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed.

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

Preferred Qualifications

Education

• Bachelor’s degree.

Experience

• Managing and working with fast-paced senior executives.
• Creating briefings and anticipating scheduling and administrative needs for leadership.
• Background with expense management and reconciliation, preferably through the GEMS system.
• Managing vendors, supply orders, inventories, and related budgets.
• Knowledge of University of Chicago resources and programs.

Technical Skills Or Knowledge

• Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, and Outlook).
• Competence with online databases and tools, such as Box, Concur, Workspace, and Zoom.

Preferred Competencies

• Excellent interpersonal, verbal, and written communication.
• Customer service skills including confidence and professionalism over phone and email communications.
• Handle multiple detailed tasks/projects simultaneously, set priorities and streamline projects and processes, while meeting strict deadlines with frequent interruptions.
• Maintain strict confidentiality of sensitive information.
• Manage high volumes of visitors with a positive outlook and a can-do attitude.
• High level of attention to detail and strong organizational skills.
• Manage schedules and shift assignments for employees.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• References Contact Information (3)(required)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$60,000.00 - $90,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.