Executive Assistant to the Vice Chancellor for Research

University of Illinois - Chicago, IL

Full-time - Entry Level

Chicago, IL

10,001+ employees

Educational Services

About the position

The Executive Assistant to the Vice Chancellor for Research plays a vital role in supporting the Vice Chancellor in managing the research portfolio for the Office of the Vice Chancellor for Research (OVCR) at the University of Illinois Chicago (UIC). This position is responsible for a wide range of administrative tasks, including managing the Vice Chancellor's calendar, drafting correspondence, handling expense reports, and providing comprehensive executive support to ensure the smooth operation of the office. The role requires a highly organized and proactive individual with exceptional communication skills, capable of managing multiple tasks in a fast-paced academic environment.

Responsibilities

• Provide comprehensive administrative support to the Vice Chancellor, including managing correspondence, drafting communications and preparing reports and presentations.
• Prepare and edit documents, letters of support and research correspondence, ensuring all written materials reflect the Vice Chancellor's voice and uphold the university's standards.
• Maintain and coordinate an active calendar, scheduling appointments and meetings with internal and external stakeholders, and proactively resolve scheduling conflicts.
• Assist with communications related activities such as maintaining relevant distribution lists, producing email correspondence, presentations, meeting agendas, and organization change announcements.
• Ensure that the Vice Chancellor is briefed in advance for meetings with a wide range of individuals and groups.
• Organize and coordinate travel arrangements, including itinerary management, accommodations, and transportation, ensuring efficient and cost-effective travel.
• Process and track expense reports and reimbursements, ensuring compliance with university policies and timely submission.
• Plan and organize internal and external meetings, including identifying and booking meeting space, ordering refreshments, preparing agendas, and other related materials.
• Serve as liaison to those reporting to the Vice Chancellor and provide administrative support to the Associate Vice Chancellors for Research.
• Provide support and advice to the Vice Chancellor on a wide range of visible issues involving high-level work associated with complex problems of a confidential and extremely sensitive nature.
• Analyze complex and often sensitive issues, identify viable options, communicate options to the Vice Chancellor and appropriately implement solutions.
• Support the Vice Chancellor in all areas including relations with senior leadership, vice chancellors, deans, faculty, researchers, university organizations and governmental organizations.
• Manage the high volume of communications received in the Office of the Vice Chancellor for Research and ensure timely responses.
• Handle research administration issues that are routed to the Vice Chancellor.
• Plan, develop and assist with the coordination of conferences, events, outings and tours for the Board of Trustees, faculty, staff, students, donors, other universities, external parties and others.
• Provide administrative support for the Vice Chancellor's special initiatives and committees and staff high-level search committees.
• Perform other related duties and participate in special projects as assigned.

Requirements

• Bachelor's degree in a related field required.
• Minimum of three years experience as an executive assistant, with a strong preference supporting executives in higher education and research.
• High proficiency in Microsoft Office and other office productivity tools, with eagerness to learn new software and systems.
• Advanced professional writing expertise.
• Keen interest in learning about the industry and staying up to date on news and trends.
• Exceptional organizational, communication, and time management skills.
• Ability to navigate ambiguity, exercise flexibility and demonstrate willingness to do what it takes to get the job done in a fast-paced environment.
• Ability to anticipate needs and take immediate action.
• Strong problem-solving skills and attention to detail.
• Ability to build trust and collaborative relationships at all levels of the organization.
• Strong commitment to always maintaining confidential information and embodying professionalism.

Benefits

• Health, Dental, Vision, Life, Disability & AD&D insurance
• Defined benefit pension plan
• Paid leave including Vacation, Holiday and Sick
• Tuition waivers for employees and dependents