University of Chicago · 3 weeks ago
Senior Institute Administrator, Chicago Quantum Institute
Chicago, IL
Full-time
Onsite
Mid, Senior Level
$75K/yr - $85K/yr
2+ years expThe University of Chicago is home to the Pritzker School of Molecular Engineering, which integrates science and engineering to tackle global challenges. They are seeking a Senior Institute Administrator to oversee the operational and academic administrative activities of the Chicago Quantum Institute, ensuring effective execution of financial operations and strategic initiatives.
Higher Education
Responsibilities
Performs and executes routine and complex assignments to ensure the success of the Institute’s financial, operational, and events management processes
Leads and executes high-profile and strategic initiatives/events, including academic partnerships, international exchanges, and visiting research programs, with domestic and international academic, corporate, and government partners
Develops and manages relationships and partnerships crucial to the success of the Institute, PME, and UChicago; liaise with internal and external constituencies and stakeholders
In collaboration with the Institute Manager, plans, develops, analyzes, and manages the Institute’s financial and budgetary activities, including preparation of budgets updates and projections
Oversees the budget vs. actuals tracking process, ensuring tracking is up-to-date and implementing solutions to improve processes
Designs, oversees and implements administrative processes (financial, advertising, application management, candidate visits, and onboarding) for the Chicago Quantum Postdoctoral fellows, Open Quantum Initiative Fellows, and summer undergraduate student programs
Creates and proposes budgets as outlined by the Institute’s project needs and objectives. Stays informed of activities relating to University programs and initiatives, apprising the Institute Manager of issues when deemed necessary
Leads supporting faculty grants and awards by liaising on their behalf with University Research Administration pre-award and post-award specialists
Collaborates across Institutes and PME functional areas (HR/Academic Affairs, IT, Academic Programs, Dean of Students, Facilities) to meet administrative and operational needs
Prepares special reports and summaries, assists in managing the daily operation of the administrative support team, and develops administrative policies and procedures
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
Collaborates with other PME units to onboard new faculty, postdoctoral researchers, research staff, and students, 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
Qualification
Required
Minimum requirements include a college or university degree in related field
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline
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
Resume/CV (required)
Cover Letter (required)
Professional References Contact Information (3) (required)
Preferred
Bachelor's degree
Background with project and document management systems
Content management systems experience
Progressively responsible business and administrative experience
Background in an academic or complex administrative environment
Familiarity with the higher education environment is a plus
Initiate and perform tasks on behalf of the Institute Manager
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 can 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 tasks as needed
Benefits
Health
Retirement
Paid time off
Company
University of Chicago
One of the world’s great intellectual destinations, the University of Chicago empowers scholars and students to ask tough questions, cross disciplinary boundaries, and challenge conventional thinking to enrich human life around the globe.
10001+ employees
H1B Sponsorship
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