Department
 

PSD KAVLI: Administration and Staff

About the Department
 

The Kavli Institute of Cosmological Physics (KICP) is a research institute that does work at the frontiers of our understanding of the nature of the universe, bringing together physicists and astronomers to investigate some of the biggest questions about the universe on its biggest and smallest scales. The KICP seeks a dedicated professional with an appreciation for academia to serve in the position of Executive Assistant to the Director. The Executive Assistant will lead various strategic projects and initiatives, working with management to maximize the effectiveness of the Director, the KICP, and the Director’s research program. The ideal candidate must be comfortable working on cross-functional priorities at a strategic and operational level and thriving in an intellectually engaging role that demands an elite level of excellence.

Job Summary
 

Reporting to the Director of the KICP, Professor Abigail Vieregg, the Executive Assistant will engage with the Institute Administrator, faculty, research scientists, postdoctoral fellows, students, and visitors, as well as the Kavli Foundation and key collaborators and stakeholders from the broader community. The Executive Assistant will provide support for a scientific and academic leader. The Executive Assistant will need exceptional interpersonal skills for navigating and influencing within a complex environment with varying demands and considerations. Success in this role will require an ability to quickly gain in-depth knowledge of the Institute and the Vieregg research program, which leads a NASA Astrophysics Mission called PUEO, and the Radio Neutrino Observatory in Greenland.

Responsibilities

• Manage the Director’s Calendar and appointments.
• Draft emails and communications on behalf of the Director.
• Organizes travel arrangements for the Director.
• Coordinates and attends institute meetings, including taking and organizing notes.
• Works with the administrator on hiring and onboarding of postdoctoral scholars and undergraduate students in the institute and works with administrators in respective departments (Physics and Astronomy & Astrophysics) to assist with onboarding graduate students in the institute.
• Assists with the coordination of grant proposals, coordinating with administrators from sub-award institutions, and ensuring that all documents submitted are uniform and compliant with the agency or organization that the proposal is submitted to.
• Prepares communications about the institute’s activities to various stakeholders.
• Assists with proofreading and submission of research publications and other reports and documents.
• Oversees Research Group’s budget and invoice reconciliation, coordinate budget activities with the Dean’s office and the Local Business Center.
• Assists with equipment procurement, placing orders, and shipping equipment from the research group.
• Works with the Local Business Center to process payments and reimbursements.
• Drafts monthly reports for the PUEO project.
• Organizes meetings and project reviews for the PUEO project and for the research group, including making travel and hotel reservations, room and meal reservations, catering, and communicating with attendees.
• Arranges research group visitor travel and accommodations.
• In collaboration with Administrator and Institute staff, plans and supports large events hosted by the Institute, such as managing guest lists, coordinating with caterers, reservations, travel arrangements, publicity, and expense reimbursements for speakers and attendees.
• Orders supplies for the institute, and works with the Institute Administrator to ensure that supplies are stocked, and work areas are maintained.
• Helps coordinate with facilities as needed for the Institute; maintains office keys and key card access for the institute.
• Maintains and updates the research group email listserv and Institute and research group websites.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from the leader's office.
• Coordinates special projects as directed by the leader. Prepares write-ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring, and reconciling accounts. Prepares financial and/or administrative reports.
• 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 5-7 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:         

• A college or university degree.

Experience:       

• Experience in a higher education work environment. 

Preferred Competencies

• Ability to work on multiple projects simultaneously, set priorities, and meet deadlines. 
• Budget management skills. 
• Excellent verbal and written communication skills. 
• Organizational skills.
• Ability to solve complex problems and work independently.
• Excellent interpersonal skills.

Working Conditions

• Office setting.
• Hybrid work schedule.

Application Documents

• Resume (required)
• Cover Letter (preferred)
• References (3) (preferred)

When applying, the document(s) MUST  be 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
 

Non-Exempt

Pay Frequency
 

Biweekly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

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.