Career Center

Job Description:

• Plans, directs, and coordinates daily and unique operations of the Presidentâ™s Office within the larger Levi Hall environment.

• Ensures compliance of staff with organizational, University, and other relevant policies and guidelines.

• Oversees facilities management, including renovations, moves, maintenance, and ongoing facilities operations.  Manages development of all contracts, including those with vendors and other institutions.

• Oversees Levi Hall processes, procedures, and management of information technology to maintain CBORD access, guest registration, conference room technology and reservations, space assignments, and building directories.

• Supervises receptionist(s) and executive assistant(s) pool on operational support, complex calendaring and preparation of materials, writing and editing, and document tracking.

• Manages and develops direct reports, sets duties and schedules, and ensures consistent coverage for executive priorities.

• Works with central administrative units including IT Services, Facilities Services, Transportation, and others to support operational requirements.

• Directs emergency planning and response for the unit in coordination with Safety and Security and Campus and Student Life.

• Manages approvals related to atypical uses of the Main Quadrangles.

• Coordinates with unit leaders and central HR Centers of Expertise to execute organizational strategy and emerging needs.

• Supports unit by providing leadership, consulting, and expertise to support the mission, values, culture, and operations of the unit.

• Counsels and coaches supervisors and staff on HR-related issues and concerns, drawing on experience and an understanding of organizational culture.

• Guides manager as needed through a variety of HR processes.

• Maintains knowledge of all legal and University HR policies.

• Ensures accuracy of records and processes in accordance University procedures and practices.

• Coordinates the execution of complex compensation commitments and serves as a guide and resource to deans, officers, and other unit employees on related procedures and processes.

• Supports the executive compensation process, coordinating and producing reports and materials for external consultants, university leaders, and others for decision making.

• Processes and tracks all compensation for the unit.

• Prepares and monitors compensation budgets and forecasts.

• Initiates, monitors, and advances personnel actions in university HR systems.

• Serves as primary contact for Workday usage including recruiting, time and absence, and performance management.

• Supports searches by helping managers with recruitment planning, job description, screening of applicants, interview schedules, sample questions and evaluation materials, etc.

• Drafts offer letters and completes pre-hire steps in University HR system.

• Manages unit on- and off- boarding process for staff and Officers.

• Works with hiring managers to plan and determine system access, hardware needs for new/transfer employees, office space and operational and administrate processes involved.

• Tracks on- and off-boarding to ensure transactions are completed accurately within the expected timeframe.

• In coordination with ELR, advises on terminations and severance agreements.

• Facilitates conversations between managers and employees regarding accommodation requests, other grievances, etc.

• Leads the annual merit process and provides guidance to unit managers as they complete reviews and prepare recommendations surrounding annual increases and/or adjustments.

• Prepares and provides unit with regular and relevant HR and operational updates, communications, and resources; maintain departmental distribution lists.

• Identifies operational goals and oversees allocation of resources to meet priorities. Ensures compliance of staff with organizational, University and other relevant policies and guidelines.

• Oversees the management of human resources activities for staff and academic employees, including the academic appointment processes, hiring, orientation, performance planning and compensation, staff development, and employee relations.

• Oversees the management of informational technology planning, ensuring necessary operating and information systems and resources are in place to accomplish strategic goals. Conceives and directs special projects related to the business of the organizational unit.

• Performs other related work as needed.

Preferred Qualifications

Education:

• Bachelorâ™s degree with a human resources concentration.

• Masterâ™s degree.

Experience:

• Minimum of 7+ years progressively responsible experience, preferably culminating in an administrative director role with supervisory experience.

• Experience working in higher education.

Technical Skills or Knowledge:

• Familiarity with University of Chicago systems and administrative structure is a plus.

• Proficiency in technical human resources disciplines and in building team effectiveness.

• Excellent computer skills. Strong proficiency with a variety of computer applications including Word, Excel, Acrobat, and the ability and willingness to learn new systems quickly. Proficiency in Adobe Creative a plus.

Preferred Competencies

• Excellent leadership, influence, and negotiation skills.

• Demonstrated ability to work in a fast-paced environment with non-negotiable deadlines and comfortable operating independently and within a certain level of ambiguity.

• Manage interpersonal relationships, develop positive working relationships, and communicate with clarity and tact.

• Excellent oral and written communication skills, including presentations and careful editing.

• Handle sensitive and confidential situations and information with absolute discretion.

• Excellent time management skills, including ability to adaptively multitask, prioritize, and work on schedule and within deadlines.

• Develop project plans, timelines, deliverables, and measures across projects and by gathering inputs from across the organization.

• Strong judgment and discretion in seeking advice from and communicating critical updates to SAVP for escalation to the EVP or President.

Working Conditions

• Produce work outside of standard business hours, on occasional evenings and weekends.

Application Documents

• Resume/CV (required)

• Cover Letter (required)

• References Contact Information (3) (required)

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 the Applicant Inquiry Form.

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: 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.

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