UChicago Arts Administrative Manager
University Staff Opportunities, Posting # JR11878
AI UChicago Arts Administration
ABOUT THE DEPARTMENT
The UChicago Arts Administrative Manager provides administrative support and project management for and reports to both the Senior Advisor to the Provost for Arts and the Associate Provost and Executive Director of UChicago Arts and the Logan Center. The Administrative Manager is responsible for managing the day-to-day workflow of the Senior Advisor and Associate Provost, primarily handling scheduling requests and managing their calendars, as well as, event and travel planning, correspondence, deadline tracking. The Administrative Manager helps to advance UChicago Arts priorities including the work of the Arts Steering Committee and related sub-committees and assists with special projects, including student grant programs and work on communications projects to ensure that messages about University-wide arts initiatives are consistent, clear, and aligned with UChicago Arts and Arts Steering Committee’s overall goals.
The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.
- Manages the day-to-day workflow of the Senior Advisor and Associate Provost, primarily handling scheduling requests and managing their calendars and deadline tracking, as well as, event and travel planning, correspondence.
- Fields and triages time-sensitive requests from students, faculty, and staff for meetings, interviews, etc. and develops and manages agendas, minutes, and meeting follow-up.
- Proactively schedules regular and irregular meetings, arts events and programs; anticipates meeting and travel needs, making appropriate on-campus room and/or dining reservations, booking flights, etc.
- Facilitates the advancement of UChicago Arts priorities including the work of the Arts Steering Committee and related sub-committees and assists with special projects, including student grant programs.
- Conducts research for and drafts, edits, and prepares presentations, reports, white papers, grant applications, and other funding documents on behalf of the Senior Advisor, Associate Provost, and Provost’s Arts Steering Committee
- Partners with UChicago Arts communications colleagues across campus to ensure that messages about University-wide arts initiatives are consistent, clear, and aligned with UChicago Arts and Arts Steering Committee’s overall goals.
- Collaborates with the Director of Administration for UChicago Arts to assist with financial tracking for Provost special project and program accounts, and managing the UChicago Arts Quad Club account, etc.
- Supports colleagues in the Provost and President’s Offices to manage the UChicago Arts office – responsible for office supplies, printer maintenance, coordinating facilities and IT requests, etc.
- Serves as a member of the UChicago Arts staff and assists with various programs and projects, including connecting faculty, staff, and students across the University with appropriate UChicago Arts colleagues, and other duties as assigned.
- Responsible for training office staff on office procedures and compliance protocols.
- Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
- 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.
Minimum Required Qualifications include:
- vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree)
- knowledge and skills developed through 7+ years of work experience in a related job discipline.
Preferred Qualifications include:
- Bachelor’s Degree
For more information about this position, please visit the application website.