Lab Administrator

Lab Administrator

Reporting to the Department Administrator, The McMahon and Vieregg labs in the Astronomy department of the University of Chicago requires a Lab Administrator who will facilitate the day-to-day operations and management of two research groups. Principal contributions for this position are intellectual, characterized by originality and creativity. The Lab Administrator will need exceptional interpersonal skills for navigating and influencing within a complex environment with varying demands and considerations.

Responsibilities include :

• Serving as the lead administrator of the two research groups in managing administrative issues such as finances, academic personnel, and communications.
• Assisting PIs with coordination of all functions necessary to support a research group.
• Serving as the 'front line' for requests for information from all members of the research groups.
• Collaborating with Departmental and Dean's office staff to make sure that postdocs are hired and onboarded into the laboratory.
• Maintaining and updating each research group's email listserv and website.
• Overseeing shipping and receiving for these research groups.
• Coordinating initial orientation for new postdoctoral researchers, students, and other research staff in assigned labs.
• Supervising undergraduate support positions including onboarding, approving time, and directing their work.
• Managing lab safety checklists, schedules, lab duty lists, lab maintenance and cleanup schedules.
• Resolving many office problems independently and facilitating solutions, conferring with the appropriate faculty members to resolve the most complex issues.
• Overseeing procurement and the processing of reimbursements, GEMS expense reporting.
• Managing seminar speakers / visitors by arranging travel and visit schedules; managing workshops and collaborative meetings within the research group and with other research groups or researchers.
• Managing PIs' travel itineraries and related calendar, obtaining appropriate visas, and submitting reimbursements for expenses.
• Creating and updating content for the Group websites. The websites are critical, as they are the preferred channel for sharing news and results.
• Managing and prioritizing with daily task lists via email and being able to respond rapidly during the workday to email, text, phone, and / or verbal requests as these daily priorities evolve and / or change.
• Ordering office and laboratory supplies, including chemicals, solvents, and equipment.
• Managing special projects as directed by the PIs.
• Managing equipment procurement & repair, negotiating with vendors, and managing maintenance of laboratory chemical inventory.
• Performing some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiating the hiring process of students and staff for a unit, which includes the processing of payroll.
• Coordinating special projects.
• Assisting and supporting with department-related events and activities as required such as planning, set up, and other related activities as needed.
• Supporting day-to-day operational function of the department (such as copiers, kitchens, coffee stations, and others as required).

Minimum qualifications include a college or university degree in a related field and 2-5 years of work experience in a related job discipline. Preferred qualifications include a bachelor's degree in a related field, experience working in a university setting, experience organizing programs and events, and proficiency in the Microsoft Office Suite, Zoom, and the Google Suite.