What are the responsibilities and job description for the Institute Administrator position at University of Chicago?
Department
PME Administration & Operations
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
The Pritzker School of Molecular Engineering (PME) is seeking an outstanding and proven problem-solver to serve as a trusted administrator for the school Institute(s). The Institute Administrator will serve as a liaison between the PME Finance division and the University Research Administration (URA) of the Institute, supporting the Institute’s day-to-day procurement and finance operations. Reporting directly to the Institute Manager, the Institute Administrator's responsibilities will support the management of the Institute operations, performing advanced, diversified, and confidential administrative support for the Institute faculty.
The ideal candidate must possess excellent data gathering and organizational skills and demonstrate the ability to anticipate opportunities for growth in alignment with PME’s mission and goals. They must be adept at working with a wide range of stakeholders and possess a highly developed organizational ability.
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.
PME Administration & Operations
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
The Pritzker School of Molecular Engineering (PME) is seeking an outstanding and proven problem-solver to serve as a trusted administrator for the school Institute(s). The Institute Administrator will serve as a liaison between the PME Finance division and the University Research Administration (URA) of the Institute, supporting the Institute’s day-to-day procurement and finance operations. Reporting directly to the Institute Manager, the Institute Administrator's responsibilities will support the management of the Institute operations, performing advanced, diversified, and confidential administrative support for the Institute faculty.
The ideal candidate must possess excellent data gathering and organizational skills and demonstrate the ability to anticipate opportunities for growth in alignment with PME’s mission and goals. They must be adept at working with a wide range of stakeholders and possess a highly developed organizational ability.
Responsibilities
- Assists the Institute Manager with planning, directing, coordinating, and managing daily operational and business needs of the Institute.
- 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; handles all payment processing and deposits for student events.
- Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from the director's office to PME and the University.
- 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.
- 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.
- 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
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.
- 3 years of progressively responsible business and administrative experience.
- Working within an academic or complex administrative environment.
- Project Management methodologies.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
- Strong computer skills including calendaring, document management (e.g., Dropbox, Box, etc.), database management, and spreadsheet skills.
- Familiarity with report writing/submission and manuscript drafting, editing, and review.
- 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.
- Resume/CV (required)
- Cover Letter (required)
- Professional References Contact Information (3)(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.
