Manages the day to day workflow of the Senior Advisor and Associate Provost, primarily handling scheduling requests and managing their calendars and deadline tracking, as well as, event and travel planning, correspondence. Â
Fields and triages time-sensitive requests from students, faculty, and staff for meetings, interviews, etc. and develops and manages agendas, minutes, and meeting follow-up.
Proactively schedules regular and irregular meetings, arts events and programs; anticipates meeting and travel needs, making appropriate on-campus room and/or dining reservations, booking flights, etc.
Facilitates the advancement of UChicago Arts priorities including the work of the Arts Steering Committee and related sub-committees and assists with special projects, including student grant programs. Â
Conducts research for and drafts, edits, and prepares presentations, reports, white papers, grant applications, and other funding documents on behalf of the Senior Advisor, Associate Provost, and Provostâ™s Arts Steering Committee
Partners with UChicago Arts communications colleagues across campus to ensure that messages about University-wide arts initiatives are consistent, clear, and aligned with UChicago Arts and Arts Steering Committeeâ™s overall goals.
Collaborates with the Director of Administration for UChicago Arts to assist with financial tracking for Provost special project and program accounts, and managing the UChicago Arts Quad Club account, etc.
Supports colleagues in the Provost and Presidentâ™s Offices to manage the UChicago Arts office â“ responsible for office supplies, printer maintenance, coordinating facilities and IT requests, etc.
Serves as a member of the UChicago Arts staff and assists with various programs and projects, including connecting faculty, staff, and students across the University with appropriate UChicago Arts colleagues, and other duties as assigned.
Responsible for training office staff on office procedures and compliance protocols.
Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
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.
Background/interest in the arts.
Prior experience working with arts-related programs.
Clear, effective, and tactful oral and written communication skills.
Excellent organizational skills and demonstrated ability to prioritize.
Manage a workload, prioritizing and executing multiple tasks simultaneously.Â
Must be able to handle multiple tasks simultaneously and under tight deadlines in a fast-paced environment.
Handle confidential information with utmost discretion.Â
Strong computer skills.Â
Stay calm and professional when confronted with conflict, and work collaboratively to iron out any process-related issues.
Understanding of the culture, high standards, and demands of an academically rigorous research University.Â
Respond effectively and with good cheer to a fast-paced schedule with frequent and often unexpected adjustments.Â
Take initiative, work independently, and contribute as a member of a team.
Accept and incorporate critical feedback in a fast-paced setting.
Considerable office work including ability to sit and use computers for 6 to 8 hours.Â
Occasional pushing and lifting of chairs and tables to set up events.
Some light lifting (10 to 50 lbs.).Â
Travel to various campus and city locations.Â
Proximity to the Hyde Park Campus.
Work a flexible schedule and travel to and from off-site locations.Â
Cover Letter (required)
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.
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: 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.
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.