Department

Secretary of the University: Staff

About the Department

Founded in 1890 by John D. Rockefeller, the University of Chicago is one of the world’s leading universities and widely known for its research eminence, its excellent faculty, graduate programs that rank at or near the top of their respective fields, a consistently strong and increasingly diverse student body, and impressive, constantly improved fundraising and endowment growth. The University is located primarily in the Hyde Park neighborhood of Chicago. It comprises an undergraduate college, graduate programs and interdisciplinary committees organized into four divisions (Physical, Biological and Social Sciences, and Humanities), six professional schools (Business, Divinity, Law, Medicine, Public Policy, and Social Work Policy and Practice, Molecular Engineering), the nursery-12 Laboratory Schools, three campuses of the University of Chicago charter school, a school of continuing education, and a medical center. With facilities in downtown Chicago, Bangladesh, Beijing, Hong Kong, London, Luxor, New Delhi, and Paris, and academic partnerships in all corners of the globe, the University of Chicago is an institution of considerable reach.

The University, under provisions of the Articles of Incorporation, Bylaws, and Statutes, is governed by a Board of Trustees. Members of the Board provide oversight and input regarding the University’s large-scale programmatic goals and its financial and physical resources, and by advocating for the University locally, nationally, and throughout the world.

The Office of the Secretary of the University has primary responsibility for supporting the governance of the University. The office supports the work of the Board of Trustees, including its triannual meetings, annual retreats, publications, directories, committee staffing, and orientation for new Trustees. The office also staffs and coordinates the work of other boards including the Medical Center, Marine Biological Laboratory, Laboratory Schools, and the Advisory Councils of 14 academic units. The Office of the Secretary partners closely with other departments and units, including Alumni Relations & Development, Communications, the Office of the Provost, the Office of Events and Ceremonies, the Office of Legal Counsel, and the CFO’s office.

Job Summary

Reporting to the Associate Vice President, the Associate Director for Board Operations and Special Projects is responsible for management and implementation of board activities related to the work of the Laboratory Schools Board of Directors and coordinating various aspects of the work of the Marine Biological Laboratory Board, the Advisory Council program, the Court Theatre Board, and the Smart Museum Board, and the University Board of Trustees. The Associate Director provides leadership of the Laboratory Schools Board and attends and staffs various meetings of the other boards, their committees, and Advisory Councils. The Associate Director also assists in planning and implementation of board events and board-related activities and manages special projects at the direction of the Vice President and Secretary of the University.

Responsibilities

Ensures effective leadership and implementation of board governance and activities related to the Laboratory Schools Board of Directors.

Develops and oversees production of board materials for the Laboratory Schools Board of Directors and assists with the development and production of the materials for other boards and councils managed by the Office of the Secretary of the University.

Monitor, maintain, and update digital databases, websites, directories, and document archives.

Assists with the management, planning and implementation of the University Advisory Councils Program, including Advisory Councils staff meetings, and the Advisory Councils Chairs meetings hosted by the President.

Oversees the agenda setting process for the Laboratory Schools Board of Directors, with a particular focus on governance matters, and assists with the agenda setting process for the Marine Biological Laboratory.  

Attends and staffs meetings of the Marine Biological Laboratory Board, Laboratory Schools Board of Directors. This includes planning meeting logistics, taking minutes, ensuring the chairs of boards and committees are prepared, and other related tasks. 

Ensure board members and other leaders are well prepared for meetings by creating executive briefings, talking points, and annotated agendas.

Attends and works closely with the rest of the Office of the Secretary to implement tri-annual meetings of the University Board of Trustees.

Manages Trustee engagement with students and works closely with the Office of Campus and Student Life to plan and implement the Student Perspectives Series and Trustee luncheons.

Attends semi-annual meetings of the 14 Advisory Councils with a focus on how best to support and advance the work of the Advisory Councils.

Represents the Office of the Secretary in working effectively with stakeholders across campus as appropriate.

Works collaboratively with staff at all levels across the University and with internal and external partners to ensure the success of a broad range of projects and activities that are of high priority and strategic importance to the Vice President and Secretary and the University.

Prepares high-level briefings for the Vice President and Secretary of the University and the Office of the President on projects, boards, and councils related to the portfolio of the Office of the Secretary.

As-assigned design projects, including signage, stationery, maps, invitations, seating cards, web graphics, letterhead, envelopes, and other print and digital products.

Assists with high priority University events.

Provides high-level project management and strategic support for the Office of the Secretary.

Communicates critical project updates and changes that require escalation to senior leadership.

Prepares event briefings for the Office of the President on projects, boards, and councils related to the Associate Secretary’s portfolio.

Tracks and manages expense and budget information for the boards and councils within the portfolio.

Supports pre- and post-event needs, including communications, event registration, RSVP tracking, and related activities. Performs related administrative tasks related to boards and councils, including assisting with mailing materials, scheduling meetings, etc.

Collaborate with team members on a variety of special projects. Examples include performing research and generating reports; researching and ordering customized gifts to recognize exceptional board service; ordering branded materials for meetings; preparing memos and communications; staffing Trustees and other leaders for campus visits; etc.

Assumes additional responsibilities consistent with the changing needs of the office.

Coordinates events, researches logistics, assists with planning and preparing presentations, event outreach, and post-event write ups.

Assists with other administrative projects as needed and acquire higher level guidance and skills.

Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

Experience working with governing boards or development boards/councils.

Experience working in higher education and a high-level executive setting.

Familiarity with the University of Chicago.

Technical Skills or Knowledge:

Competent in the Adobe Creative Cloud including Adobe Acrobat, Adobe InDesign, and Adobe Photoshop; willingness and ability to become highly skilled.

Excellent knowledge of Word, Excel, and PowerPoint.

Learn new software platforms of varying types.

Preferred Competencies

Demonstrates ability to execute complex projects and objectives in an extremely fast-paced and sensitive environment.

Demonstrates exceptional interpersonal, organizational, and oral and written communication skills.

Ability to lead by influence.

Work under pressure on multiple projects with resilience, discretion, and diplomacy.

Demonstrates grace under pressure and can smoothly handle and/or diffuse a variety of situations and/or people. Versatile and action oriented.

Maintains a calm and courteous demeanor while handling competing priorities, complex problems, and tight deadlines.

Manages sensitive and confidential situations and information with absolute discretion.

Demonstrates flexibility and adaptability with the ability to work non-traditional hours as required to meet deadlines and accomplish tasks.

Demonstrated project management experience and ability to think strategically.

Possesses sound judgement and has excellent problem-solving skills, exhibiting professionalism in all business dealings and interactions.

Application Documents

Resume/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

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$81,000.00 - $105,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.

 

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.

 

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.