What are the responsibilities and job description for the Assistant Director of Operations position at University of Chicago?
Department
Harris School Pearson Institute Sub Group
About The Department
At The Pearson Institute for the Study and Resolution of Global Conflicts and The Pearson Global Forum, we are examining societies and people fractured by conflict. We are asking empirically relevant questions. We are employing rigorous research methodologies. And by collaborating with partners and policymakers, we can inform public policy. Our goal is simple but ambitious: to reduce human suffering and create a world more at peace.
Job Summary
Reporting to the Institute Director, the Assistant Director of Operations will work in coordination with staff and faculty of The Pearson Institute to manage the budget, internal and external communications and social media, as well as general administrative tasks.
Responsibilities
Minimum Qualifications
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.
Preferred Qualifications
Education:
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.
Harris School Pearson Institute Sub Group
About The Department
At The Pearson Institute for the Study and Resolution of Global Conflicts and The Pearson Global Forum, we are examining societies and people fractured by conflict. We are asking empirically relevant questions. We are employing rigorous research methodologies. And by collaborating with partners and policymakers, we can inform public policy. Our goal is simple but ambitious: to reduce human suffering and create a world more at peace.
Job Summary
Reporting to the Institute Director, the Assistant Director of Operations will work in coordination with staff and faculty of The Pearson Institute to manage the budget, internal and external communications and social media, as well as general administrative tasks.
Responsibilities
- Financial Management of The Pearson Institute
- Manages and executes on the annual budget of The Pearson Institute
- Providing monthly reports to the Institute Director and collaborating with staff to ensure all costs are projected and accounted for
- Provides monthly reports to Pearson RA’s, professors, and grant awardees
- Provides quarterly reports for review with the Harris Finance Department
- With the Institute Director, creates and prepares a projected budget for the upcoming fiscal year each spring and a final year-end budget each fall for the fiscal year just closed
- Write budget review with Institute Director
- Writes budget narrative and provides budget narrative and budget updates for donors
- Annual Grant Administration through the Pearson Research and Innovation Fund
- Administers the annual RFP process for the Pearson Institute Research and Innovation Fund
- Publishes the annual call for proposals, including identifying relevant departments and listservs on campus
- Organizes submissions and prepare for the Institute Director to review.
- Facilitates award transfers
- Manages stewardship and reporting process
- Coordinates with awardees for social media reporting
- Communications and Marketing
- Oversees the monthly newsletter, including managing, drafting and distribution
- Creates content, update relevant information, drafts news and research blurbs for the newsletter
- Monitor social media current events and launch new sites
- Onboards teammates and interns/student workers on the sites
- Creates and implement social media marketing plan
- Track relevant social media metrics and create reports for the team
- Create campaigns to promote research and work by Affiliates/Associates/Professors and The Pearson Institute
- Track all relevant media mentions including for Pearson Professors, faculty affiliates, associates, and general Institute mentions
- Monitoring content that changes occasionally, writing and editing copy for the website
- Updates website sections including research, news, faculty affiliates and associates, and more
- Pearson Discussion Paper Series Research Administration
- Oversees the Pearson Institute Discussion Paper Series
- Tracks Discussion Paper series and regularly updates website and tracker
- Solicits papers from Professors, Faculty Affiliates and Associates
- Regularly check to ensure working papers haven’t been published
- Support for Pearson Institute Director
- Supports with hiring RAs, Pre-Docs, and other visitors
- Managing desk assignments and general support for the RAs, Pre-Docs, and NDVS
- Reconciling GEMS expenses, supporting financial transfers for conferences and research
- Submitting Letter of Recommendation on behalf of the Institute Director
- Manages U Chicago Voices website
- Assists in other tasks as needed
- Events
- Provides day-of event support, including technical support, support running CVENT, etc.
- Creates and promotes social media content related to events.
- Research and advise on speakers for events
- Creates and implement social media marketing plan for the Forum
- Provides day of support
- Manages vendor contracts and liaise with central finance when needed
- Administrative
- Manages Pearson Institute office space, including workstation and office assignments for ongoing and temporary employees, affiliated researchers, and students
- Ensure seamless coordination with Harris Public Policy and other key partners across campus, and with external partners
- Provides support to the student interns
- Analyzes program budgets and recommends or makes budgetary recommendations
- Has moderate/high levels of interactions with faculty, researchers and staff for committee work or information
- Performs other related work as needed
Minimum Qualifications
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.
Preferred Qualifications
Education:
- Bachelor's degree in a field relevant to the research and policy areas of The Pearson Institute (e.g. humanities, social sciences, etc.)
- Superior interpersonal and communication skills (written and verbal)
- Strong organization, accuracy and planning skills (detail-oriented is a must)
- Interest in and knowledge of The Pearson Institute’s research and policy areas
- Working knowledge and experience with Microsoft Office, standard email
- Experience working with Salesforce, HubSpot, Concur other similar software
- Ability to learn and adapt to new technologies and platforms
- Experience with social media platforms
- Familiarity with higher education environment and knowledge of the University of Chicago’s unique culture is a plus
- Second language a plus
- Professional demeanor, including tact, discretion, and a customer service-oriented approach to the job
- High attention to detail and follow-up, and excellent organizational skills
- Ability to multi-task and handle multiple priorities and constituents simultaneously and demonstrate grace under pressure when handling challenging or unexpected situations
- Ability to identify and utilize resources independently
- Ability to work collegially and collaboratively in a team setting
- Positive, can-do attitude
- An exceptional work ethic and track record of personal initiative
- Willingness and ability to travel, when necessary, work some evenings and weekends required
- Resume (required)
- Cover Letter (required)
- References (required)
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.