Executive Assistant to the Vice Chancellor for Research

Position Summary
The Executive Assistant to the Vice Chancellor for Research is critical 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 managing the Vice Chancellor's calendar, drafting and editing correspondence, handling expense reports and providing comprehensive executive support to ensure the smooth operation of the office. The role requires a highly organized, proactive individual with exceptional communication skills and a solid ability to manage multiple tasks in a fast-paced academic environment. This position has a broad range of responsibilities and must exercise sound judgment in decision-making, establish priorities in completing work assignments, writing and editing, exercise confidentiality and function at a high level of performance with a minimum of supervision.

Duties & 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. proposals. Ensure 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. Anticipate scheduling conflicts and proactively resolve issues.

Proactively resolve scheduling conflicts as they arise. Assist with communications related activities such as maintaining relevant distribution lists, producing email correspondence, presentations, meeting agendas, and organization change announcements

Ensure that the VCR 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. This includes identifying and booking meeting space, ordering refreshments, preparing agendas, and other related materials.

Serve as liaison to those reporting to the VCR. Provide administrative support to the Associate Vice Chancellors for Research (AVCR).

Provide support and advice to the VCR 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 VCR and appropriately implement solutions.

Support the VCR 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 (OVCR) and ensure timely responses.

Handle research administration issues that are routed to the OVCR and VCR.

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 VCR’s special initiatives and committees and staff high-level search committees.

Perform other related duties and participate in special projects as assigned.

Perform other related duties and participate in special projects as assigned.