Posted: 13-Aug-24
Location: Chicago, Illinois
Type: Full-time
Salary: Open
Internal Number: JR27254
Job Description:
Manage the day-to-day administrative activities for the Vice President and General Counsel.
Relieve Vice President and General Counsel of as much administrative detail as possible by efficiently and independently performing all duties as required and any additional duties as requested.
Maintain the calendar as requested by the Vice President and General Counsel, scheduling meetings and exercising considerable discretion and judgment as to priorities and effective use of time.
Work collaboratively with all attorneys, office administrator and administrative personnel serving other attorneys to ensure that the Office of Legal Counsel operates efficiently and effectively as a team.
Ensure that the Vice President and General Counsel is prepared at all times with meeting materials and presentations, pertinent information and/or data, and travel itineraries.
Manage legal file maintenance, presentation/document creation, information dissemination, processing reimbursements, and maintaining the physical office space.
Coordinate meeting logistics, meeting materials and distribution, room reservations and catering needs.
Arrange travel and reconcile expenses.
Create and disseminate well-formatted documents as required. Proofread and edit correspondence, reports and other materials for accuracy.
Provide back-up administrative assistance to the Office of Legal Counsel as needed.
Become familiar with the key clients and personnel of the other functions within the organization and recognize need to react and re-prioritize as necessary in sensitive situations. Interact with clients in a competent, friendly and discrete manner.
Assist in the processing of subpoenas.
Assist in the processing of University housing loans.
Track outside counsel engagement letters, billing rates and invoices and manage payment of invoices through the Office of Legal Counselâ™s Tracker software billing system.
Serve as the Human Resources liaison for the Office of Legal Counsel which involves the coordination of staff in the Office of Legal Counsel.
Procure and ensure availability of supplies, technology, and space.
Create efficient administrative procedures and continually look for opportunities to recommend and make improvements.
Work collaboratively and effectively with administrative staff from other units in the University.
Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
Performs other related work as needed.
Preferred Qualifications
Education:
Bachelor's degree.
Experience:
Knowledge and skills developed through 7+ years of work experience in a related job discipline.
Familiarity with central administration within a complex research university environment.
Technical Skills or Knowledge:
Advanced level proficiency in Microsoft Word, Excel and PowerPoint.
Preferred Competencies
Excellent oral and written communication skills.
Excellent interpersonal and customer service skills.
Handle public and client contact with courtesy, clarity, patience, and diplomacy required recognizing that situations may include engagement with clients in challenging circumstances who may be under stress.
Handle sensitive and confidential situations and information with absolute discretion.
Maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Excellent problem-solving skills.
Use appropriate resources to resolve an issue.
Follow an issue through to resolution.
Considerable skill in working both independently and as a team member.
Take initiative and organize and complete projects with minimal supervision.
Working Conditions
Office environment.
Application Documents
Resume (required)
Cover Letter (required)
Reference Contact Information (required)
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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