Senior Administrative Assistant supporting the Research Science Departments - Hybrid Chicago Loop Office

NORC at the University of Chicago • Chicago, IL

9d • Hybrid

About The Position

Join NORC at the University of Chicago as a Senior Administrative Assistant in our Research Science Division, which supports our Statistics & Data Science and Methodology & Quantitative Social Science departments. This role will provide a broad range of administrative support to staff and department leadership as they collaborate with colleagues throughout the organization to consistently deliver high-quality project and proposal work to drive NORC’s mission. This is an opportunity to showcase resourcefulness, innovation, and efficiency, while exhibiting a high degree of professionalism. Take ownership of the administrative challenges associated with supporting a team in a rapidly evolving and fast-paced research landscape, working both independently and as part of a team. The ideal candidate will be highly organized, demonstrate the ability to follow through in a timely manner, close the loop with stakeholders, and apply attention to detail even under tight deadlines. The candidate must be able to prioritize and manage multiple requests and activities simultaneously, remain flexible, quickly adjust based on changing priorities when necessary, and proactively address administrative issues and needs. This is a hybrid role based in our Chicago Loop office, with a schedule of three days a week in the office (typically Tuesday, Wednesday, and Thursday). Work hours are typically 8:30am-5pm. NORC’s Research Science staff work closely with colleagues to support projects and proposals across the organization. Our research and expertise in statistics, data science, artificial intelligence, and survey methodology are central to every project NORC conducts. We develop and validate new ideas and approaches and find new ways to apply tried-and-true practices. Our work is guided by a commitment to high quality, nonpartisan, transparent research that ensures our clients get research and insights they can trust. This position is in the Statistics and Data Science department but supports staff and works across the Research Science division which includes the Statistics and Data Science team, as well as Methodology and Quantitative Social Sciences team. The Statistics and Data Science department implements state-of-the-art statistical methods and develops innovations to deliver reliable data and rigorous analysis to guide critical programmatic, business and policy decisions for NORC clients. The department provides leadership throughout the project lifecycle on study design, data collection, assessment of data quality, quantitative analysis, and dissemination of results. The Statistics and Data Science department also conducts its own research and is a leader in designing and implementing rigorous, efficient methods for sampling, weighting, and imputation for sample surveys and evaluation research. The department provides expertise and leads NORC strategy on the use of a broad range of methods and techniques, including statistical modeling, machine learning methods, data linkage, statistical matching, data disclosure control, small area estimation, Bayesian analysis, assessing data quality, data visualization for analyzing and interpreting data, and developing approaches using artificial intelligence (AI) that support NORC’s research. The department collaborates with the departments throughout NORC, as well as leading its own projects.

Requirements

• High school diploma or equivalent required, plus a minimum of 3 years supporting senior or executive-level management.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; proficiency or familiarity with AI tools for productivity and efficiency is a plus.
• Strong skills in creating and maintaining document management systems including using SharePoint.
• Strong organizational skills, with proven experience prioritizing work and coordinating multiple simultaneous projects; willingness and ability to be flexible.
• A strong focus on detail, accuracy, and work quality with the ability to take full ownership of assigned tasks.
• Well-developed problem-solving and decision-making skills.
• Excellent communication skills, including stellar interpersonal skills and basic writing skills.
• Polished demeanor and comfort working with staff at all levels in the organization.
• Interest and ability to work on a team in a highly collaborative environment, while also being comfortable working independently with little direct supervision.
• Qualified applicants must be eligible to work in the U.S. We regret that we are unable to offer visa sponsorship for this position.

Nice To Haves

• Proficiency or familiarity with AI tools for productivity and efficiency is a plus.

Responsibilities

• Coordinate complex scheduling, travel arrangements, and expense reporting.
• Independently perform varied administrative duties.
• Interface internally with executives, senior management, and staff.
• Register and greet visiting clients, vendors, and other external guests.
• Exercise discretion in handling sensitive and/or confidential material.
• Plan, coordinate, and prepare for department meetings, business meetings, events, luncheons, and dinners involving both internal staff and external vendors/partners
• Manage scheduling, agenda and material preparation, and logistics/technology needs (video conferencing, presentations, etc.).
• Attend meetings, capture notes, and outline follow-up items.
• Develop and design improved administrative procedures to promote the timely processing and submission of administrative deliverables and increase efficiency within the division.
• Coordinate and track contracts, invoices, purchase requests, and other crucial internal processes to ensure timely and accurate execution, payment, and purchasing.
• Prepare and/or integrate information needed to compose both routine and non-routine correspondence, reports, documents, and presentations.
• Review documents to ensure accuracy and quality and revise as needed.
• Manage the creation of and revisions to department, staff, and project website pages on www.norc.org .
• Build strong relationships throughout the company to support and facilitate the collaborative team environment.

Benefits

• Generously subsidized health insurance, effective on the first day of employment
• Dental and vision insurance
• A defined contribution retirement program, along with a separate voluntary 403(b) retirement program
• Group life insurance, long-term and short-term disability insurance
• Benefits that promote work/life balance, including generous paid time off, holidays; paid parental leave, bereavement leave, tuition assistance, and an Employee Assistance Program (EAP).

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED