Department

OLC Administrative Staff

About the Department

The University's Office of Legal Counsel provides legal advice and representation to all units of the University under the direction and oversight of Elizabeth Shanin, the Interim Vice President and General Counsel. The Office of Legal Counsel is responsible for providing legal advice and services to University officials on a very broad set of issues associated with the University’s activities, including transactional and intellectual property matters, policy formulation and compliance, employment and student issues, and dispute resolution. The Office of Legal Counsel negotiates and resolves unique and complex issues to achieve the University’s objections and to promote compliance with relevant laws, regulations and University policies. It represents the University’s interests in administrative and judicial proceedings, and advises University officials in establishing and maintaining relationships with regulatory and other governmental entities and establishing and maintaining related compliance policies and protocols.

Job Summary

The Executive Administrative Assistant for the Office of Legal Counsel will provide specialized, complex and confidential support to a group of lawyers in the Office of Legal Counsel and provide back-up administrative assistance to the Office of Legal Counsel as needed.

This position requires a highly functioning administrative professional with excellent attention to detail, the ability to manage multiple priorities using discretion, diplomacy, and exemplary judgment.

Responsibilities

• Manage the day-to-day administrative activities for the attorneys.

• Relieve attorneys of as much administrative detail as possible by efficiently and independently performing all duties as required and any additional duties as requested.

• Maintain the calendars as requested by the individual attorneys, scheduling meetings and exercising considerable discretion and judgment as to priorities and effective use of time.

• Work collaboratively with all attorneys, office administrator, office paralegal, and administrative personnel serving other attorneys to ensure that the Office of Legal Counsel operates efficiently and effectively as a team.

• Ensure that the attorneys are 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 reconciling expenses.

• Create and disseminate well-formatted documents as required. Proofread and edit correspondence, reports and other materials for accuracy.

• Submit office supply orders and various legal and vendor invoices for payment in the University’s financial system.

• Assist attorneys in the creation of legal matters and payment of legal invoices via Legal Tracker software.

• Assist attorneys in the process of legal holds.

• Assist in the post-processing of University housing loans.

• 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 reprioritize as necessary in sensitive situations. Interact with clients in a competent, friendly and discrete manner.

• Procure and ensure availability of supplies, technology, and space.

• Create efficient administrative procedures and continually look for opportunities to recommend and make improvements.

• Serve as a primary point of contact with various clients of the office.  Become familiar with the key clients and personnel of the other functions within the organization and recognize need to react and reprioritize as necessary in sensitive situations. Interact with clients in a competent, friendly and discreet manner.

• 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.

• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• Advanced level proficiency in Microsoft Word, Excel and PowerPoint.

• Experience with the University’s financial systems, including GEMS (Concur) and Oracle.

• Familiarity with central administration within a complex research university environment.

Preferred Competencies

• Familiarity with central administration within a complex research university environment.

• Excellent oral and written communication skills.

• Excellent interpersonal and customer service skills.

• Handle contact with University faculty, staff, and the public with courtesy, clarity, and diplomacy.

• 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

• Hybrid.

Application Documents

• Resume (required)

• Cover letter (preferred)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$33.33 - $37.44

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

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.

 

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.