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Administrative Assistant

Apply now Job no: 494933 Work type: Regular Full-Time Location: Chicago – 55 East Monroe Street, IL Capability Area: Administration

JOB DESCRIPTION:

We are seeking an energetic, motivated and detail-oriented Administrative Assistant to support the Vice President of our IT Department.  The position will include handling a diverse array of tasks, including scheduling and preparing for meetings, arranging travel, handling expense reports and acting as liaison to a wide range of internal and external customers. The job responsibilities will evolve over time, but will always have a significant administrative component. This position will report to the VP and is located in our Chicago Loop office.

DEPARTMENT: INFORMATION TECHNOLOGY

NORC's Information Technology program provides technology services to our staff and clients. Given the critical role technology plays in our day-to-day lives, we are committed to providing professional, high-quality solutions in order to further our collective goal of advancing social science research.​

RESPONSIBILITIES:
  • Anticipate the needs of the VP and senior staff by looking ahead at scheduled travel, meetings and events with foresight to identify tasks that they can undertake or actively prepare for, even before the task is identified
  • Act as a working partner to the VP and senior staff, handling the tasks that are not a good use of an executive’s time, and keeping the VP from being distracted by non-essentials;
  • Exhibit resourcefulness and the ability to identify situations and tasks where it is appropriate to act independently and proactively to address questions, problems or concerns as they arise;
  • Reflect the IT Department’s priorities, values and goals, and those of the organization as a whole, as well as demonstrating a capacity to understand the organization’s vision at both a micro and macro level, and to act in support of that vision;
  • Demonstrate exceptional organizational skills and focus to stay on top of numerous projects in addition to daily support tasks in the face of constant interruption;
  • Excel at persistent and diligent follow up to get tasks completed, even when faced with a lack of response or follow-through on the part of others;
  • Demonstrate exacting attention to detail in every task; and
  • Display excellent judgment, integrity, discretion and an ability to thoughtfully handle confidential or sensitive matters.
  • Manage calendars including scheduling and coordinating the details, agenda and material preparation/collection for meetings and interview days as well as, following up on action items;
  • Coordinate travel arrangements, plan and prepare for meetings and events and handle all administrative needs such as expense reports, etc.;
  • As needed, provide guidance and/or train newly hired administrative assistants in company procedures and tasks such as scheduling, invoice processing and expense reporting.
  • As the most senior administrative staff member, act in the capacity of team leader, helping to appropriately mentor new administrative staff, foster supportive cross-departmental relationships and model exceptional teamwork to assist management in achieving the goals of the organization as a whole;
  • Provide additional administrative, development and policy assistance, as needed;
  • Support other team members or projects at the VP’s request; and
  • Complete other duties as assigned.

 

REQUIRED SKILLS:
  • Bachelor's degree or equivalent experience;
  • At least 1 year of relevant experience supporting senior level executives with high level responsibilities in a fast-paced environment; experience working with Board function, external stakeholders and clients, a plus;
  • Advanced expertise in Microsoft Outlook, Excel, Word and PowerPoint, and an overall proficiency with technology and software;
  • Demonstrated effective communication skills and the ability to work collaboratively;
  • Strong writing and editing skills;
  • Creativity, a positive attitude, and the ability to find innovative solutions to problems; and
  • Ability to be proactive, actively seek opportunities, identify possible obstacles and propose solutions.
ABOUT NORC:

NORC at the University of Chicago is an objective, non-partisan research institution that delivers reliable data and rigorous analysis to guide critical programmatic, business, and policy decisions. Since 1941, NORC has conducted groundbreaking studies, created and applied innovative methods and tools, and advanced principles of scientific integrity and collaboration. Today, government, corporate, and nonprofit clients around the world partner with NORC to transform increasingly complex information into useful knowledge.

NORC conducts research in five main areas: Economics, Markets, and the Workforce; Education, Training, and Learning; Global Development; Health and Well-Being; and Society, Media, and Public Affairs.

We provide comprehensive and integrated services that span the research cycle, and offer solutions that anticipate and address critical needs in research and data science. We approach all work with deep technical expertise, a spirit of collaboration, and a commitment to scientific integrity.  

A TRADITION OF EXCELLENCE:

As one of the oldest not-for-profit, academic research organizations in the United States, and through its affiliation with the University of Chicago, NORC maintains the highest standard of professional excellence and scientific rigor, and is committed to broad dissemination of its findings.

A PASSION FOR INNOVATION:

NORC’s subject matter experts and survey professionals develop and employ innovative study designs, research methods, and technical applications to derive meaningful and accurate results.

 A COMMITMENT TO COLLEGIALITY:

NORC cultivates an interdisciplinary culture of achievement in which senior investigators from diverse fields and professional backgrounds collaborate with the next generation of researchers in an open, collegial environment.

EEO STATEMENT: 

NORC is an affirmative action, equal opportunity employer that values and actively seeks diversity in the workforce. NORC evaluates qualified applicants without regard to race, color, religion, sex, national origin, disability, veteran status, sexual orientation, gender identity, and other legally- protected characteristics.

 

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