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.

The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services. 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.

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)