Overview
Executive Assistant Jobs in Chicago, IL at Uchicago Jobs
Department
PSD Astronomy & Astrophysics: Administration and Staff
About the Department
The Department of Astronomy and Astrophysics, within the Physical Sciences Division, was founded by George Ellery Hale in 1892. Since its founding it remains one of the most pre-eminent departments in the country, with close ties to physics, and a faculty distinguished by achievements in science and excellence in teaching. One testimony to that history of achievement is the number of NASA missions and observatories that are named after UChicago scientists: the Hubble Space Telescope, Compton Gamma-ray Observatory, Chandra X-ray Observatory, Fermi Gamma-ray Space Telescope, Kuiper Airborne Observatory, and the Parker Solar Probe.
The department offers undergraduate (BA, BS) and graduate (PhD) degrees in Astrophysics and has 32 teaching faculty, in addition to emeriti and research faculty. Faculty, postdoctoral scholars and graduate students share affiliations with the Kavli Institute for Cosmological Physics (KICP), Enrico Fermi Institute, and Argonne and Fermilab National Laboratories, and have developed collaborations that span the globe, with significant partnerships undertaking ambitious projects at the South Pole, in Argentina, Chile and in space.
Job Summary
Reporting to the Department Administrator, the Executive Assistant provides high-level administrative support for 2-3 faculty members to enable each of them to manage multiple externally funded research projects. The Executive Assistant will need exceptional interpersonal skills for navigating and influencing within a complex environment with varying demands and considerations. Success in this role will require an ability to quickly gain in-depth knowledge of each of the faculty member’s research programs and the personnel involved. This person will be initially assigned to the Vieregg research program, which leads a NASA Astrophysics Mission called PUEO, the Radio Neutrino Observatory in Greenland, and the McMahon research group that focuses on building and deploying instruments to measure the cosmic microwave background (CMB) and analyze data through to cosmological results.
Responsibilities
Manages hires and onboard postdoctoral scholars, undergraduate students, and graduate students.
Oversees each Research Group’s budget and invoice reconciliation and coordinates budget activities with the Dean’s office and the Local Business Center.
Assists with the coordination of grant proposals, collaborating with administrators from sub-award institutions, and ensuring that all documents submitted are uniform and compliant with the agency or organization to which the proposal is submitted in collaboration with the Grants & Contracts Administrator for each faculty member.
Manages each faculty member’s calendar and appointments.
Drafts emails and communications on behalf of the faculty members.
Organizes travel arrangements for assigned faculty members.
Coordinates meetings and takes notes.
Assists with proofreading and submission of research publications and other reports and documents.
Places orders and procure equipment for the research group.
Oversees shipping and receiving for these research groups.
Works with the Local Business Center to process payments and reimbursements.
Drafts monthly reports for research projects as needed.
Organizes meetings and project reviews for research projects and the research group, …
Title: Executive Assistant
Company: Uchicago Jobs
Location: Chicago, IL
Category:
