Institute Administrator

Pritzker School Of Molecular Engineering Institute Administrator

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 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. This role depends on the ability to navigate complex workflows and prioritize time-sensitive tasks. 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

Application Documents

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

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.

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