Center Managing Director and Administrator

Department
 

PSD Chemistry: Faculty Support

About the Department
 

One of the first departments founded at the University of Chicago was the Department of Chemistry. Since then, The University of Chicago has been the recipient of more than 73 Nobel Prize recipients, 15 of which came from the Department of Chemistry. Our current faculty has considerable strength in inorganic, organic, and physical chemistry, as well as in interdisciplinary research that delves into biology, physics, and materials science.

Job Summary
 

The Center Managing Director and Administrator is the lead administrative staff supporting Professor Laura Gagliardi, the Chicago Center for Theoretical Chemistry (CCTCH), and the Catalyst Design for Decarbonization Center (CD4DC). This position provides high-level administrative and project management support while performing a diverse range of routine and specialized tasks related to grants, personnel, finances, communication, and reporting. A familiarity with the issues and science behind catalysis or quantum computing would be helpful but is not necessary. In addition, the position may serve as an illustrator to visualize a diverse range of scientific concepts for publication if skills and interests align.

Responsibilities

• Provides high-level administrative and project management support to faculty including managing calendars, drafting correspondence, making purchases, assisting with reimbursements, and booking travel arrangements.

• Serves as a liaison to the appropriate department administrator regarding administrative issues such as finances, academic personnel, and communications.

• Prepares and edits grant proposal documents, scheduling grant proposal preparation meetings and keeping documents such as biographical sketches, current and pending, and list of collaborators up to date.

• Monitors grant portfolio spending and supports grant reporting in collaboration with a Financial Administrator.

• Communicates with students, postdocs, and award personnel to ensure project start and end dates are documented.

• Purchases necessary goods and services for grant-supported work, following University policies and procedures, and working closely with the financial administrator to ensure appropriate account allocation.

• Collaborates with Departmental and Dean’s office personnel to make sure that postdocs are hired and onboarded into the laboratory.

• Supervises undergraduate support positions including onboarding, approving time, and directing their work.

• Prepares materials for print publication including editing, formatting, and ensuring all of the publication’s requirements are met.

• Serves as the ‘front line’ for requests for information from all members of the research groups.

• Organizes events, such as seminars, workshops, and faculty visits including arranging travel, communicating with the visitors, serving as the first point of contact, and preparing communication materials for the event.

• Maintains the website and manages social media accounts.

• Assists with the implementation of laboratory safety protocols including ensuring that research groups comply with the University’s COVID-19 safety guidelines.

• Coordinates and manages complex international travel itineraries including ensuring that the travel has been approved through the University’s process and assisting with visa-related processes and applications for international travel.

• Conceptualizes and creates illustrations of complex scientific processes and concepts from authors’ rough sketches or electronic files.

• Independently manages projects, digital assets, and the archiving of work.

• Interacts with faculty, researchers, and staff for committee work or information.

• Develops and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.

• Has a deep understanding when interacting with faculty, researchers, and staff for committee work or information.

• Performs other related work as needed.

Minimum Qualifications
 

Education:

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

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Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications:

Education:         

• A Master’s degree in chemistry, biology, or other related field.

Experience:       

• Progressively responsible work experience.

• Previous experience providing high-level administrative support.

• Previous work with academic or research institutions.

Technical knowledge skills:

• Macintosh proficient.

• Working knowledge of grant proposal submissions and post-award management.

• Proficiency with expense reimbursement systems such as GEMS.

• Proficiency with word processing applications and spreadsheets.

• Proficiency with Adobe Creative Suite (i.e. Photoshop, Illustrator).

• Proficiency with reference management software such as Endnote.

• Knowledge of visa-related processes/communications/liaisons for international recruits.

• Knowledge of website editing platforms such as WordPress.

• Ability to illustrate scientific concepts.

Preferred Competencies:

• Excellent verbal and written communication skills.

• Strong problem-solving skills and ability to proactively manage risks.

• Attention to detail.

• Calm and courteous demeanor, even when faced with competing priorities, complex problems, and tight deadlines.

• Strong time management and project management skills with success in roles requiring execution of multiple tasks while responding to multiple priorities.

• Absolute discretion when handling sensitive and confidential situations and information.

Working Conditions:  

• Office environment that requires a professional demeanor to collaborate with various internal and external stakeholders.

• This position is eligible for a hybrid or remote work schedule.

Application Documents:

• Resume (required)

• Cover Letter (required)

• 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
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

 

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.