Overview

Job Location:
Chicago, IL

Department
 

SSD: Economics – Staff and Temporary Employees

About the Department
 

For over a century, the Kenneth C. Griffin Department of Economics has been recognized as one of the world’s leading centers for economic research and education. The Department’s faculty have received numerous awards, including more Nobel Prize laureates and John Bates Clark medalists in economics than any other university. Among our faculty are many members of the National Academy of Sciences, the American Academy of Arts and Sciences, and the Econometric Society.

Job Summary
 

Reporting to the Director of Finance, Operations and Personnel, the Executive Assistant will perform a wide variety of administrative support for faculty and Other Academic Appointees. This includes coordinating meetings, maintaining calendars, making travel arrangements and processing reimbursements, preparing the faculty annual report, graduate student letters of recommendation and coordinating staff hiring.

Responsibilities

  • Coordinates complex domestic and multi-country international travel arrangements for faculty members including associated visa(s), airfare and ground transportation, hotel, honoraria, and payment and/or reimbursement, according to faculty member’s preferences and with Dean’s approval.
  • Handles sensitive written and telephone communications effectively in a professional manner. Composes and edits emails, letters, memos, reports and meeting agendas.
  • Manages faculty member’s individual finances and provides monthly ledgers.
  • Orders supplies, software and equipment using Buysite.
  • Prepares faculty annual report using Interfolio. Prepares and coordinates letters of recommendation for graduate and undergraduate students.
  • Creates lecture materials and schedules Zoom calls for classes taught by the faculty member. Prepares PowerPoint presentation materials.
  • Coordinates the recruitment process for all administrative and research staff jobs by posting the position, initiating background checks, advising employees who need to apply for an SSN, onboarding and offboarding.
  • Advises international staff on work authorization requirements for temporary and permanent staff positions. Works with Office of International Affairs on visa processes and related work authorization issues for staff.
  • Trains temporary and permanent staff on utilizing Workday to record time and absences.
  • Reviews, edits, and approves time for temporary and permanent staff employees; processes payroll adjustments, one-time payments and on-demand payments and monitors ERISA hours as needed.
  • Monitors work location changes for remote employees and assists with acquiring necessary paperwork and approval(s).
  • Troubleshoots and resolves staff employment and payment-related issues in consultation with other academic departments (Booth, Harris, etc.), Payroll and the Office of International Affairs. Communicates directly with stakeholders to ensure issues are addressed in a collaborative manner.
  • Runs Workday reports for compliance monitoring and manages Workday data (visa expiration reports, missing social security number, expired positions, etc.).
  • Supports staff hiring processes, including developing job descriptions, scheduling candidate interviews, phone interviewing, reference checking, handling employment offers, and conducting orientation. Maintains appropriate human resources data and records.
  • May help counsel employees on benefits and compensation. Coordinates with managers and senior colleagues to determine employee compensation. Analyzes data and prepares charts, graphs, and trend lines for management review with a moderate to high level of guidance.
  • 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:

Preferred Qualifications

Education:

  • Bachelor’s degree in business administration, human resources, or related field.

Experience:

  • Experience in human resources operations.
  • Experience with, or knowledge of, employment law.
  • Experience with, or knowledge of, student and employment visas.
  • Full cycle recruitment.
  • Student payment processes in a university setting.

Certifications:

  • PHR or SHRM certification.

Technical Skills or Knowledge:

  • MS Office experience, with strong experience creating and managing spreadsheets.
  • Workday or similar HRIS experience.

Preferred Competencies

  • Excellent oral and written communication skills.
  • Strong attention to detail.
  • Strong interpersonal skills with the ability to interact and communicate with clarity, tact, and courtesy with a diverse population.
  • Maintain a friendly and professional demeanor and to work productively under competing deadlines.
  • Use appropriate resources to resolve complex issues.
  • Work effectively with minimal supervision, both independently and as part of a team.
  • Take initiative, organize, and manage multiple tasks simultaneously.
  • Juggle competing deadlines and prioritize.
  • Train others.

Application Documents

  • Resumbe/CV (required)
  • Cover Letter (required)

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

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

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 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.