Assistant Secretary of the Faculties
The University of Chicago

Chicago, Illinois


Department

Provost N-12, UCPE Administration Support

About the Department

The Office of the Provost at the University of Chicago was established in 1963 when Edward H. Levi was appointed the first Provost of the University. Since then, the responsibilities of the Provost and the Office have expanded to include not only academic planning and appointments but academic initiatives, arts programming, space planning and allocation, the University's budget, diversity initiatives, faculty program development, and many other manners of academic and administrative support. The staff in the Office of the Provost support the University's community of scholars, their shared ideals, and the core values that make the University a singular intellectual destination. Together with the University's deans, directors, and department chairs, the Office of the Provost provides the opportunities, infrastructure, and resources that encourage our faculty and other scholars to pursue their finest work. The Office of the Secretary of the Faculties, within the Office of the Provost, supports faculty governance within the University. The Office of the Secretary of the Faculties works in concert with the President's and Provost's Offices, as well as the Deans of the Divisions, Schools, and the College, and the Spokesperson of the Committee of the Council. This entails the staffing of periodic meetings of many of the University's Ruling Bodies, documentation of those proceedings, and conducting faculty elections. The Office of the Secretary of the Faculties also provides assistance to a variety of ad hoc faculty committees appointed by the President and Provost of the University, coordinates the development and online implementation of the University's annual New Faculty Directory, staffs the University's Honorary Degree and Ryerson Lecture nomination processes, and partners on Convocation-related events and ceremonies.

Job Summary

The Assistant Secretary will provide strategic support and guidance for all aspects of faculty governance within the University, under the direction of the Secretary of the Faculties. The primary functions of this position are the staffing of meetings of faculty Boards, Committees, and Councils, as assigned, and the compilation, organization, and indexing of associated materials and documentation, for institutional preservation purposes. Additional functions include provision of support related to the administration of University faculty elections and the awarding of Honorary Degrees at Convocation; conducting research involving University archival material; drafting and maintenance of correspondence across a wide range of matters pertaining to University faculty governance; and ongoing review and maintenance of electronic resources such as the Secretary of the Faculties website and Box.

Responsibilities

  • Staffing meetings of faculty Boards, Committees, and Councils, as assigned. Responsibilities include scheduling, correspondence, preparation of meeting materials, attendance at meetings, and drafting minutes and meeting summaries.
  • Provision of administrative support for University faculty elections.
  • Compiling, indexing, and binding of materials, ensuring that document sets are complete and properly organized, for institutional preservation purposes.
  • Conducting archival research relating to historical examples and precedents, policies, and practices.
  • Writing reports and drafting correspondence.
  • Maintenance of electronic websites, including Box files, and ongoing review and improvements to the Office of the Secretary of the Faculties website, to ensure that it is a robust source of information for users.
  • Provision of staff support related to the awarding of Honorary Degrees at University Convocation ceremonies.
  • Discrete projects as assigned, including planning for and staffing of the annual Ryerson Lecture and project management or co-management for online publications, such as the New Faculty Directory.
  • Researches and analyzes data to create reports, and may create other reports for grants and contracts.
  • Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
  • Performs other related work as needed.

Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:

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


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Preferred Qualifications

Education:
  • Advanced graduate or terminal degree.

Experience:
  • Knowledge and skills developed through work experience in a similar position.

Preferred Competencies
  • Ability to maintain strict confidentiality and absolute discretion.
  • Demonstrated strong research, documentation, and report and minutes writing skills.
  • Strong communication and customer service skills via phone, e-mail, videoconference, and in-person.
  • Ability to problem solve and prioritize work among competing deadlines.
  • Strong organizational skills and attention to detail.
  • High level of professionalism, tactfulness, and diplomacy.
  • Ability to work independently and as part of a team.
  • Flexibility and adaptability to shifting priorities.
  • Advanced skill using Microsoft Office (Word, Outlook, Excel) and Adobe Acrobat.
  • Familiarity with website editing software and website maintenance.

Application Documents
  • Resume/CV (required)
  • Cover Letter (required)
  • Reference Contact Information (3) (required)
  • Writing Sample (required)

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Requires Compliance with University Covid-19 Vaccination Requirement

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

Employees must comply with the University's COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

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 Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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.



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