University of Chicago
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Program Administrator
role at the
University of Chicago .
Department
PSD Astronomy & Astrophysics: JC South Pole
About The Department
The Department of Astronomy and Astrophysics has been one of the preeminent astronomy departments in the country. Throughout our history we have been known for our entrepreneurial spirit, close ties with physics, and a faculty distinguished by achievements in science and excellence in teaching. Our department was the first in the world to use astrophysics in its name, reflecting a commitment to interdisciplinary research and innovative approaches combining both physics and astronomy that continues to this day.
Job Summary
The Program Administrator manages the daily administrative operations of the research program of John Carlstrom, the Subramanyan Chandrasekhar Distinguished Service Professor, Departments of Astronomy and Astrophysics and Physics. Plays a key role in managing administrative tasks related to academic personnel, finances, and communication. Creates structures to organize and coordinate high-level deliverables on multiple grant-funded projects.
Responsibilities
Manages all aspects of the administration for the Carlstrom research group and the South Pole Telescope program resolving issues independently and facilitating solutions.
Works closely with the department administrator regarding administrative issues such as finances, academic personnel, and communications.
Self‑directed and proactive follow‑up to ensure tasks are completed thoroughly and on time; navigates complex workflows and prioritizes time‑sensitive tasks.
Develops and implements systems for ensuring research priorities and deadlines are met, including reviewing emails, triaging issues, and identifying high priorities.
Serves as the front line for requests for information from all members of the research group, troubleshooting more complex requests as needed.
Drafts high‑level communications such as memos, meeting invitations, agendas, meeting minutes, and proposals.
Onboards postdoctoral scholars into the research group.
Supervises undergraduate support positions including onboarding and directing their work.
Prepares materials for print publication including editing, formatting, and ensuring publication requirements are met.
Proofreads and collates documents for grant proposal submission, ensuring consistency and compliance with agency requirements.
Serves as a point person for external partners and collaborators to answer routine questions and help follow up on outstanding items.
Organizes events (both in person and virtual), such as collaboration meetings and faculty visits, arranging travel and preparing communication materials.
Provides high level administrative and project management support to faculty including managing calendars, reading email, extracting tasks, managing responses, making purchases, assisting with reimbursements, and booking travel arrangements.
Assists with the implementation of the University’s laboratory safety guidelines and protocols.
Manages complex international travel itineraries, ensuring approval through the University’s process and assisting with visa‑related processes.
Purchases necessary goods and services for grant‑supported work, working closely with the financial administrator to ensure appropriate account allocation.
Works with research group members to reconcile purchases and assisting with reimbursements for all research group members.
Assists Postdoctoral Scholars and Fellows, Professors, Staff, and Other Academic Appointees with procurement systems, providing tutorials and one‑on‑one support.
Serves as liaison to Grants and Contracts Administrators to ensure research personnel are updated quarterly and financial support is accurately documented.
Coordinates with heads of other research collaborations and institutions on campus and off‑campus to expedite cross‑over business such as purchasing, meeting arrangements, travel arrangements, reimbursements, and calendaring.
Serves as support staff for large departmental and institutional meetings and events, working closely with the events administrator.
Serves as main point‑of‑contact for research collaboration shipping needs and expeditions.
Itemizes and updates inventory of high‑end capital asset procurements for research labs.
Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
Has moderate/high levels of interactions with faculty, researchers, and staff for committee work or information.
Performs other related work as needed.
Qualifications
Education
Minimum requirement: a college or university degree in a related field.
Experience
2–5 years of work experience in a related job discipline, preferably in a university setting supporting scientific research programs.
Technical Knowledge
Proficiency in Microsoft Office Suite, Zoom, and Google Suite.
Preferred Competencies
Ability to interact with staff, faculty, and students with tact and courtesy; categorize and prioritize work activities; develop and implement solutions; effective written and verbal communication; maintain confidentiality; project management skills; strong writing and communication skills; resourceful; initiative and organizational skills.
Application Documents
Resume (required)
Cover Letter (preferred)
References (required)
Equal Opportunity Employer 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. For additional information please see the University's Notice of Nondiscrimination. 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.
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Program Administrator
role at the
University of Chicago .
Department
PSD Astronomy & Astrophysics: JC South Pole
About The Department
The Department of Astronomy and Astrophysics has been one of the preeminent astronomy departments in the country. Throughout our history we have been known for our entrepreneurial spirit, close ties with physics, and a faculty distinguished by achievements in science and excellence in teaching. Our department was the first in the world to use astrophysics in its name, reflecting a commitment to interdisciplinary research and innovative approaches combining both physics and astronomy that continues to this day.
Job Summary
The Program Administrator manages the daily administrative operations of the research program of John Carlstrom, the Subramanyan Chandrasekhar Distinguished Service Professor, Departments of Astronomy and Astrophysics and Physics. Plays a key role in managing administrative tasks related to academic personnel, finances, and communication. Creates structures to organize and coordinate high-level deliverables on multiple grant-funded projects.
Responsibilities
Manages all aspects of the administration for the Carlstrom research group and the South Pole Telescope program resolving issues independently and facilitating solutions.
Works closely with the department administrator regarding administrative issues such as finances, academic personnel, and communications.
Self‑directed and proactive follow‑up to ensure tasks are completed thoroughly and on time; navigates complex workflows and prioritizes time‑sensitive tasks.
Develops and implements systems for ensuring research priorities and deadlines are met, including reviewing emails, triaging issues, and identifying high priorities.
Serves as the front line for requests for information from all members of the research group, troubleshooting more complex requests as needed.
Drafts high‑level communications such as memos, meeting invitations, agendas, meeting minutes, and proposals.
Onboards postdoctoral scholars into the research group.
Supervises undergraduate support positions including onboarding and directing their work.
Prepares materials for print publication including editing, formatting, and ensuring publication requirements are met.
Proofreads and collates documents for grant proposal submission, ensuring consistency and compliance with agency requirements.
Serves as a point person for external partners and collaborators to answer routine questions and help follow up on outstanding items.
Organizes events (both in person and virtual), such as collaboration meetings and faculty visits, arranging travel and preparing communication materials.
Provides high level administrative and project management support to faculty including managing calendars, reading email, extracting tasks, managing responses, making purchases, assisting with reimbursements, and booking travel arrangements.
Assists with the implementation of the University’s laboratory safety guidelines and protocols.
Manages complex international travel itineraries, ensuring approval through the University’s process and assisting with visa‑related processes.
Purchases necessary goods and services for grant‑supported work, working closely with the financial administrator to ensure appropriate account allocation.
Works with research group members to reconcile purchases and assisting with reimbursements for all research group members.
Assists Postdoctoral Scholars and Fellows, Professors, Staff, and Other Academic Appointees with procurement systems, providing tutorials and one‑on‑one support.
Serves as liaison to Grants and Contracts Administrators to ensure research personnel are updated quarterly and financial support is accurately documented.
Coordinates with heads of other research collaborations and institutions on campus and off‑campus to expedite cross‑over business such as purchasing, meeting arrangements, travel arrangements, reimbursements, and calendaring.
Serves as support staff for large departmental and institutional meetings and events, working closely with the events administrator.
Serves as main point‑of‑contact for research collaboration shipping needs and expeditions.
Itemizes and updates inventory of high‑end capital asset procurements for research labs.
Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
Has moderate/high levels of interactions with faculty, researchers, and staff for committee work or information.
Performs other related work as needed.
Qualifications
Education
Minimum requirement: a college or university degree in a related field.
Experience
2–5 years of work experience in a related job discipline, preferably in a university setting supporting scientific research programs.
Technical Knowledge
Proficiency in Microsoft Office Suite, Zoom, and Google Suite.
Preferred Competencies
Ability to interact with staff, faculty, and students with tact and courtesy; categorize and prioritize work activities; develop and implement solutions; effective written and verbal communication; maintain confidentiality; project management skills; strong writing and communication skills; resourceful; initiative and organizational skills.
Application Documents
Resume (required)
Cover Letter (preferred)
References (required)
Equal Opportunity Employer 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. For additional information please see the University's Notice of Nondiscrimination. 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.
#J-18808-Ljbffr