University of Chicago Assistant Director of Administration in Chicago, Illinois

*Standard Summary
About the Unit

The University of Chicago is one of the world's preeminent research universities committed to open, rigorous, and intense inquiry and pedagogy. The work of its faculty has defined several schools of thought and has had a transformative impact on such fields as economics, science, energy production, mathematics, medicine, law, business, religion, policy, sociology, archeology, and historical, cultural and literary analysis. Consisting of an undergraduate college, four graduate divisions, and six professional schools, the University operates two major laboratories, an internationally-acclaimed medical center, an outstanding K-12 private school, a public charter school with four distinct campuses, a professional theater, museums, and the nation's largest academic press. The University also has a strong global presence with its own facilities in Beijing, Delhi, Hong Kong, Paris, and active educational programs in locations around the world. While the University is global, it is also local as a major economic anchor and cultural destination on the South Side of Chicago.

The Office of Civic Engagement and External Affairs is responsible for a diverse portfolio of programs and initiatives related to community relations, civic and City/State/Federal government relations, economic development, corporate relations, business diversity, and educational outreach programs, while supporting faculty and local community-based research projects and initiatives. The office works closely with internal and external stakeholders on a range of quality of life initiatives, including public education, community development, workforce development, arts and culture, public safety, employer-assisted housing, and civic partnerships.

Unit Job Summary

The Assistant Director of Administration, reporting to the Chief of Staff, is a crucial role in the Office of Civic Engagement and External Affairs. The role requires a wide range of knowledge and skill sets. First and foremost, the individual must be extremely flexible in their time and the tasks they are required to do. This is a role that, at times, will not conform to a standard work day or week. The range of activities will vary greatly in complexity. Predominantly, the role will be strategic in nature. The individual will be a key advisor to the Chief of Staff, and an important member of the team in staffing the various areas that the Chief of Staff manages such as Board of Trustee meetings, corporate relations matters, financial and budgeting processes, human resources development, initiative implementation and strategic planning, and University and external committees. Major responsibilities will include drafting of various correspondence and reports; researching and analyzing complex civic engagement issues; coordinating projects across the portfolio with other individuals; representing the Chief of Staff at meetings he is not able to attend; and serving as a liaison to internal and external audiences that collaborate with the University. At times, this individual may be asked to help with initiatives that are not directly related to the Chief of Staff's tasks.

There will also be some administrative aspects to the role. This individual will support the Chief of Staff by helping maintain his schedule, tracking the progress of various initiatives, completing forms and paperwork on behalf of the Chief of Staff, and conducting research on best practices and other matters at the discretion of the Chief of Staff. This person will also be the first person visitors see when they enter the office, so the individual will need to have strong inter-personal skills and presence to greet all visitors to the space. Additional Responsibilities include:

  • Work with the COS to manage, research and/or resolve issues that are confidential and sensitive in nature.

  • Prepare briefing materials and presentations for meetings

  • Ensure communications are well-written, timely, and effective.

  • Build and sustain productive working relationships with other offices and areas throughout the University and surrounding community, ensuring effective partnerships, optimal utilization of shared resources, and awareness of common interests.

  • In collaboration with other team members, work to create an environment and culture that enables Civic Engagement to fulfill its mission. In order to be considered please submit a resume and cover letter. If a candidate reaches the final stages of the search, several writing samples will be required.


Bachelor's degree required.


Flexibility to work outside the confines of normal business hours required. Excellent verbal and written communication skills, including for executive-level audiences required. Ability to conduct highly effective research under tight deadlines required. Self-motivated and able to work independently required. Ability to conduct highly effective research required. Ability to seamlessly move between projects with short notice required. Advanced proficiency in Microsoft Office Suite, (Excel, Word, and PowerPoint) required. Advanced proficiency in Social Media (Twitter, Instagram, Facebook) required. Minimum three years of relevant experience preferred.


Manage special projects and OCE-related initiatives including organizing and coordinating programmatic events and activities, creating agendas, gathering data and preparing materials for presentations, documenting discussions, and following-up on action items and other administrative duties as needed required. Assist team in the development of new programs and large-scale projects that bring together faculty, staff, and student resources to improve the quality of life on the south side and across the city required. Act as a liaison between the OCE and various external agencies, organizations, and institutions with whom the Office of Civic Engagement may collaborate with required. Represent the team in key internal and external meetings required. Ability to work effectively across the University including students, faculty, and staff and with the broader community, including community and civic organizations to creating meaningful and sustainable partnerships required. Ability to work under pressure and take on new assignments as needed required. Excellent verbal and written community skills; organizational skills; ability to work independently with a high degree of initiative; ability to meet deadlines; maintain confidentiality, and problem solve required. Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required Energy, creativity, and enthusiasm required. Occasional evenings and weekends required.

Required Job Seeker Documents

Resume Cover Letter

Optional Job Seeker Documents

Requisition Number: 103130

Departmental Job Title: Assistant Director of Administration

Type of Position: Staff

Number of Positions Available: 1

Division: Civic Engagement

Department: 70680-Office Of The Vice President For Civic Engagement

Work Location: Campus - Hyde Park

Work Schedule: Full-Time

Hours/Week: 37.5

If other than regular hours (M-F, 8:30-5:00) please detail: M-F, 830 to 5PM, except when projects require additional hours

Benefits Eligible?: Yes

Union (If applicable): Non-Union

Pay Grade: NA

Pay Range: Depends on Qualifications

Pay Frequency: Monthly

Does this position require incumbent to operate a vehicle on the job?: No

Is a Background Check Required?: Yes

Is Drug Testing Required?: No

Employee Referral Bonus Amount: None

Posting Date: 07-17-2017

Remove from posting on or before: 01-17-2018