at University of Chicago in Chicago, Illinois, United States
Job Description
DepartmentBooth Deputy Dean Skinner
About the Department
The University of Chicago Booth School of Business is the second-oldest business school in the U.S. and second to none when it comes to influencing business education and business practices. Since 1898, the school has produced ideas and leaders that shape the world of business. Their rigorous, discipline-based approach to business education transforms students into confident, effective, respected business leaders prepared to face the toughest challenges.
Chicago Booth has the finest set of facilities of any business school in the world. Each of the four campuses (two in Chicago, one in London, and one in Hong Kong) reflects the architectural traditions of its environs while offering a state-of-the-art learning environment.
Chicago Booth is proud to claim:
-an unmatched faculty.
-degree and open enrollment programs offered on three continents.
-a global body of nearly 56,000 accomplished alumni.
-strong and growing corporate relationships that provide a wealth of lifelong career opportunities.
As part of the world-renowned University of Chicago, Chicago Booth shares the University's core values that shape the distinctive intellectual culture. At Booth, they constantly question and test ideas, and seek proof. This extraordinarily effective approach to business leads to new ideas and innovative solutions. Seven of the Booth faculty members have won Nobel Prizes for these ideas - the first business school to achieve this accomplishment.
For more information about the University of Chicago Booth School of Business, please visit: http://www.chicagobooth.edu/.
Job Summary
The Executive Assistant manages the faculty recruitment process, the faculty promotion process, the appointment process for tenure-track faculty, and the annual faculty activities process; budgeting for faculty salaries, endowments, faculty fellowships, faculty research accounts, and the deputy dean for faculty accounts; and handles correspondence for the Deputy Dean as well as other administrative duties. The Executive Assistant works closely with the Executive Assistant for the other Deputy Dean for Faculty to manage and coordinate processes, activities, and correspondence for both deputy deans. Directs the administrative support operations for the Deputy Dean of Faculty and provides administrative assistance to the Deputy Dean.
Responsibilities
- Accountable for the full-cycle annual recruitment process for eight academic groups.
- Coordinates and supervises faculty recruitment and interview processes.
- Ensures that Provost Office requirements for the search process are followed. Represents Booth at Provost Office meetings regarding faculty recruitment processes.
- Has fiscal responsibility for the faculty recruiting account, which includes approving and monitoring all expenditures.
- Prepares appointment recommendations for the Provost, offer letters to prospective faculty members, and other correspondence to faculty candidates.
- Oversees faculty application database; works with computing services on prioritizing and implementing enhancements.
- Creates job postings and advertisements for faculty positions ensuring they are posted on relevant platforms.
- Schedules candidates' second interviews, on campus.
- Manages process for tenure-track faculty promotions, handling communication with candidates, faculty, external evaluators, and the Provost's Office.
- Maintains careful records and manages process and communication for faculty salaries and fourth quarter support.
- Tracks appointments for tenure-track faculty, ensuring that they are appointed, reviewed, and reappointed in a timely manner.
- Database management. Ensures titles and appointments are reflected accurately for faculty directory.
- Oversees deputy dean for faculty operating and endowment accounts.
- Reconciles expenses for Deputy Dean.
- Facilitates communication between deputy dean's office, provost's office, and Booth faculty payroll office on faculty appointment and salary information.
- Manages communication with HR and law firm handling faculty visas and permanent residency applications.
- Handles communications, appointments, travel, and calendar for the Deputy Dean.
- Prepares reports and completes special projects for the Deputy Dean as requested.
- Processes highly confidential correspondence with faculty and potential faculty candidates.
- Coordinates all of the processes above with the Executive Assistant to the other Deputy Dean for Faculty to ensure correct and consistent processes for all faculty groups at Booth.
- Provides general office support for the Dean's Office, assisting other Deans as needed or in the absence of their assistants.
- Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.
- Works with minimal guidance in space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
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Certifications:
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Preferred Qualifications
Experience:
- At least four years of senior-level administrative experience.
Technical Skills or Knowledge:
- Advanced MS Office (Word, Excel, PowerPoint) skills.
Preferred Competencies
- Collaboration skills.
- Experience in managing an office.
- Proven writing ability and excellent communication skills.
- Handle extensive public contact with tact, courtesy, discretion, and judgment.
- Handle multiple tasks simultaneously.
- Work effectively under pressure and deadlines.
- Attention to detail.
- Coordinate and work cooperatively with colleagues.
- Maintain strict confidentiality and absolute discretion in sensitive matters such as faculty appointments, salaries, and other matters.
Working Conditions
- This position is currently expected to work a minimum three days per week in the office. Certain times of the year may necessitate additional in office days.
- Work early mornings, evenings and weekends as needed.
Application Documents
- Resume/CV (required)
- Cover Letter (required)
When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Administration & Management
Role Impact
Individual Contributor
FLSA Status
Exempt
Pay Frequency
Monthly
Scheduled Weekly Hours
37.5
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Statement
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.
Staff 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.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
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.
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.
