Institute Administrator - The University of Chicago : Job Details

Department

PME Pritzker School of Molecular Engineering

About the Department

The Pritzker School of Molecular Engineering (PME) was established in May 2019 and evolved from the Institute for Molecular Engineering, founded in 2011. The PME integrates science and engineering to address global challenges from the molecular level up. The PME's rigorous academic and research programs are made possible through the University of Chicago's unique partnership with Argonne National Laboratory. The Pritzker School of Molecular Engineering is the first new school at the University of Chicago in three decades and the first school in the nation dedicated to molecular engineering. In the next phase of growth as a School, the PME will continue to expand its team of world-class faculty researchers and empower students from diverse backgrounds to collaborate with faculty in cutting-edge facilities. The PME aims to bring solutions for urgent societal problems to the forefront, while training the next generation of scientific leaders and entrepreneurs.

Job Summary

Reporting to the Institute Manager this role supports Institute operations by providing a broad range of administrative services for faculty, staff, postdoctoral fellows and Ph.D. students. This role supports Institute operations by providing a broad range of administrative services for faculty, staff, postdoctoral fellows, and the University Research Administration (URA), ensuring the smooth execution of the Institute's day-to-day administrative and financial operations.The Institute Administrator demonstrates professionalism, strong customer service skills, and a commitment to the mission, vision, and values of the Pritzker School of Molecular Engineering. This position requires sound independent judgment, discretion, and the ability to manage high-level confidential administrative support for faculty and leadership. tasks, work independently, and proactively follow up to ensure tasks This role depends on the ability to navigate complex workflows and prioritize time-sensitive task, work independently and proactively follow up to ensure task are completed thoroughly and on time. This position requires regular onsite presence for a minimum of 3 days a week. Business hours are considered from 7am-7pm. Evening and weekend work may be required on occasion for events or other work-related activities.

Responsibilities

• Supports operational projects at the direction of the Institute Manager, including liaising with internal and external constituencies and stakeholders.
• Performs routine and complex assignments for the Institute in finance, event planning, and operational services.
• In collaboration with the Institute Manager, monitors the Institute's program expenses and provides regular updates, ensuring that spending limits are adhered to and are within budget.
• Creates and proposes budgets as outlined by the Institute's project needs and objectives. Monitors revenue and expense performance, ensuring adherence to determined budget requirements.
• Updates and disseminates reimbursement guidelines, award and stipend instructions, and sponsor invoices.
• Stays informed of activities relating to University programs and initiatives, apprising the Institute Manager of issues when deemed necessary.
• Works with the Institute Manager to become familiar with the administration of faculty grants and awards.
• Collaborates with fellow Institute Administrators as well as PME functional areas (HR/Academic Affairs, IT, Facilities) to meet administrative and operational needs.
• Prepares special reports and summaries, assists in managing the daily operation of the administrative support team, and may assist in developing administrative goals and policies.
• Contributes leadership to building relationships crucial to the success of the lab, PME, and UChicago and manages various special projects, some of which may have organizational and research impact.
• Plans and executes deliverables for standing meetings and projects within the department.
• Plans systems of sustained continuous improvement. Reviews and updates established business processes and metrics.
• Serves as liaison for postdoctoral researchers, research staff, and students within the labs, including elements of onboarding, space assignments, purchasing requests, reimbursements, and accounts payable.
• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

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

Certifications:

---

Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• 3+ years of progressively responsible business and administrative experience.
• Background in an academic or complex administrative environment.
• Familiarity with the higher education environment is a plus.

Technical Skills or Knowledge:

• Skilled in project management methodologies.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong computer skills including calendaring, document management, such as Dropbox, Box, etc., database management, and spreadsheet skills.

Preferred Competencies

• Commitment to providing a high level of service and working in a team environment.
• Demonstrated administrative, problem-solving, organization and coordination skills.
• Demonstrated excellent oral and written communication skills.
• Excellent time management skills and handle multiple, concurrent tasks within deadlines with minimal supervision.
• Prioritize urgent tasks while ensuring established deadlines are met.
• Flexible and adaptable to changes in workflow and procedures.
• Handle stressful, sensitive and confidential situations and information with absolute discretion.
• Interact comfortably with senior executives, faculty, and staff.
• Work independently and follow-up with task as needed.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• Professional References Contact Information (3) (required)

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

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$75,000.00 - $85,000.00

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-###-#### 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: .Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

#J-18808-Ljbffr