Sr. Administrative Assistant

Sr. Administrative Assistant

The Duchossois Family Institute (DFI) at the University of Chicago is using cutting-edge technologies and developing facilities to accelerate research and introduce novel interventions that optimize microbiome-mediated host defenses, with the goal of enhancing health. By developing new knowledge about the interactions between the human body and the microbiome, the DFI is breaking new ground that will lead to therapies that increase resistance to a wide range of diseases.

We are seeking a highly organized and proactive Sr. Administrative Assistant to support the Director and research community of the DFI. At the center of a dynamic academic environment, this role serves as a trusted partner to faculty, staff, students, and University leadership. The ideal candidate will manage the Director's complex calendar, act as the primary point of contact for communications, and provide administrative support for grant applications and publication manuscripts in collaboration with laboratory teams. Responsibilities include coordinating scientific meetings and speaker visits, planning departmental events, overseeing daily office operations, managing vendor relationships, processing reimbursements, and arranging travel. This is an excellent opportunity for a detail-oriented professional who thrives in an intellectually engaging setting and takes pride in supporting the success of others.

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. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
• 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.
• 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.

Minimum Qualifications

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: None required.

Preferred Qualifications

Education: Bachelor's degree strongly preferred.

Experience: Experience in a higher education, research, or academic medical environment strongly preferred. Experience assisting with academic or research-related activities, such as grant submissions, manuscript preparation, faculty support, or coordinating seminars and speaker visits strongly preferred.

Preferred Competencies

• Familiarity with central administration in a complex research university environment strongly preferred.
• Excellent verbal and written communication skills strongly preferred.
• Excellent interpersonal and customer service skills strongly preferred.
• Ability to interact with the public with courtesy, clarity, and diplomacy strongly preferred.
• Ability to manage sensitive and confidential information with the highest level of discretion strongly preferred.
• Strong problem-solving skills, including the ability to identify and use appropriate resources to resolve issues effectively strongly preferred.
• Demonstrated ability to work both independently collaboratively as part of a team strongly preferred.
• Ability to take initiative, organize priorities, and complete projects with minimal supervision strongly preferred.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, as well as meeting platforms such as WhenIsGood strongly preferred.

Working Conditions

• Office environment.

Application Documents

• Resume (required)
• Cover Letter (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions. When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family: Administration & Management

Role Impact: Individual Contributor

Scheduled Weekly Hours: 40

Pay Rate Type: Salary

​FLSA Status: Exempt

​Pay Range: $60,000.00 - $90,000.00

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.

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 View phone number on click.appcast.io 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, the proximity in time of the conviction, and its relevance to the position.

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