Executive Assistant to the Vice Chancellor for Research

Executive Assistant to the Vice Chancellor for Research

Hiring Department: Office of the Vice Chancellor for Research

Location: Chicago, IL

Requisition ID:1028361

Posting Close Date: March 24, 2025

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About the University of Illinois Chicago

The University of Illinois Chicago (UIC) is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has over 300,000 alumni, and is one of the largest employers in the city of Chicago.

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 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.

Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Please visit https://www.hr.uillinois.edu/benefits for a complete list of employee benefits.

The budgeted salary range for the position is $85,000 -$110,000. The final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, and budget constraints.

Key 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 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.
• May act as Chief of Staff for the Vice Chancellor for research
• Perform other related duties and participate in special projects as assigned.

Minimum Qualifications

• Bachelor’s degree in a related field required
• Minimum of three years experience as an executive assistant supporting executives in higher education, with a strong preference for 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

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation