Institute Manager

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, which was 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 PME 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 growth phase 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 Director (faculty), the Institute Administrator (IM) directs, coordinates, and oversees the processes associated with the finance, governance, and programmatic initiatives of the Institute (Immuno, Materials, or Quantum). Performs complex and diverse administrative duties, including but not limited to managing the Visiting Fellows and Postdoctoral Fellows programs, staffing the Faculty Advisory Committee, reporting across Labs and streamlining and tracking requests, and maintaining close communication with the Institute Director. Manages and delegates faculty requests, coordinates with functional areas, and directs the work of the Institute Administrator and Operations Specialist. Works as part of a cohort of PME Institute Managers to align strategic plans supporting PME's growth plan. The Institutes will focus on three distinct areas: * Developing new materials and molecules for research that span new water purification methods, longer-lasting batteries, and nanoparticles for drug delivery. * Understanding and manipulating the immune system using new chemical and materials approaches, to address conditions from cancer and infections to allergies and auto-immune disease. * Advancing quantum technologies such as quantum computing to solve otherwise impossible problems in materials design and medicine; quantum cryptography for un-hackable communications; and quantum sensors that can detect diseases at the molecular level. Responsibilities * Reporting to the Institute Director, the Institute Manager executes the strategic vision as well as the day-to-day management, budgeting, strategic planning, and communications of the Institute. * Oversees and leads operational and strategic Institute projects at the direction of the Faculty Director, including liaising with internal and external constituencies and stakeholders. This includes building partnerships with units across campus and relevant external organizations and groups in the Institute specialty and engineering. * Participates in Institute strategy development, supports the Institute's advisory board, works across campus to connect with quantum faculty in other departments, and works with the communications team to build a brand for the institute. * Manages the budget for the Institute, including oversight of financial resources, and preparing and monitoring reports. * Leads the effective, compliant, and efficient daily management of all operational, financial, and business functions within the Institute. * Ensures close communication with the Institute Director and the cohort of PME Institute Managers as appropriate. * Provides strategic direction and oversight for the purchasing of goods and services and vendor agreements. Works with PME Finance to ensure compliance with all University and federal contract guidelines and regulations. Organizes the monthly budget meetings with the PME Finance and URA teams. * Liaison to other Institutes and Divisional administrative resources (IT, HRAA, Finance, Marketing, Facilities, Admissions, Academic Programs, Dean of Student's Office). * Liaison to the Communications Lead, for presenting and prioritizing marketing and communication needs. Organizes the monthly marketing/communication meetings with the Institute Faculty Director and Communications Lead. Plans and manages Institute sponsored events, seminars, lectures, and symposia with the Marketing/Communications (Events Adm). * Collaborates closely with the Education Lead on Institute participation in recruitment, admissions, advising, and outreach activities for undergraduate and graduate student populations, postdocs, and various fellowship awardees. * Serves as liaison for postdoctoral researchers, research staff, and students within the labs for postdoc fellows program, visiting fellows program, faculty advisory committees, space assignments, IT needs, purchasing requests, reimbursements, and accounts payable. * Directs and supervises all activities of the Institute Administrator and Senior Operations Associate to deliver focused and effective operational support for the Institute and its Faculty. * Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance. * Plans, develops, analyzes and manages budget, including developing multi-year budget forecasts. May oversee the preparation and management of grant and contract proposals, ensuring compliance with all University, federal and private foundation guidelines and regulations. Develops financial reports and assists with seeking funding for grants. * 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 5-7 years of work experience in a related job discipline. * -- Certifications: * -- Preferred Qualifications Technical Skills or Knowledge: * Proficiency with Microsoft Office (Excel, Word, PowerPoint), Box and Zoom. * Proficiency with finance and procurement systems, e.g. GEMS, Concur, BuySite, Oracle. * Manage finances or create budgets. Preferred Competencies * Enthusiasm and passion for science and engineering. * Managing multiple projects simultaneously and effectively. * Strong oral/written communication skills. * Strong analytical skills. * Develop collaborative relationships throughout the University of Chicago community and its partners, to further the impact of the Institute. * Demonstrated administrative, problem-solving, and decision-making skills. * Manage budgets effectively; apply financial tools and techniques to meet operational objectives. * Demonstrated ability to manage and maintain sensitive or confidential information. * Commitment to customer service and a high level of attention to detail. * Work collaboratively with colleagues and leverage resources to achieve Institute and PME goals. * Strategize effectively. * Apply intercultural knowledge, interpersonal skills, and teamwork to execute duties in diverse environments. Application Documents * Resume/CV (required) * Cover Letter (required) * Three Professional References Contact Information (required) 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. 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Created: 2024-11-02