Program Administrator

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, conferring with the appropriate staff members to resolve the most complex issues.
• Works closely with the appropriate department administrator regarding administrative issues such as finances, academic personnel, and communications.
•  Must be self-directed and able to proactively follow-up to ensure tasks are completed thoroughly and on-time.  This role depends on the ability to navigate complex workflows and prioritize time-sensitive and discreet tasks.
• Develops and implements systems for ensuring Professor Carlstrom’s research program’s priorities and deadlines are met including reviewing emails, triaging issues, and assisting with identifying high priorities for follow up.
• 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 and 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 the publication’s requirements are met.
• Proofreading and collating documents for grant proposal submission, making sure there is consistency across the entire document(s), and submissions comply 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 including arranging travel, communicating with the visitors, serving as the first point of contact, and preparing communication materials for the event.
• Provides high level administrative and project management support to faculty including managing calendars, reading email and extracting tasks and 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 including ensuring that the travel has been approved through the University’s process and assisting with visa-related processes and applications for international travel.
• Purchases necessary goods and services for grant supported work, following University policies and procedures and 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 throughout the Department and Institutes to correctly navigate procurement systems (Oracle and GEMS).  Presents tutorials and serves as a one-on-one resource to support proper data input and understanding of systems and troubleshoot if necessary.
• Serves as liaison to Grants and Contracts Administrators to ensure research personnel are updated quarterly and that financial support is accurately documented.
• Coordinates with heads of other research collaborations and Institutions both 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. Works closely with the events administrator to ensure proper coverage for events as needed.
• Serves as main point-of-contact for research collaboration shipping needs and expedition.
• 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.

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:

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Preferred Qualifications

Educations:

• A bachelor’s degree in related field.

Experience:     

• Experience working in a university setting, preferably in support of scientific research programs.
• Experience organizing programs and events.

Technical Knowledge or Skills:

• Proficiency in the Microsoft Office Suite, Zoom, and the Google Suite.

Preferred Competencies

• Ability to interact with staff, faculty and students with tact and courtesy.
• Able to categorize and prioritize work activities.
• Able to develop and implement solutions to varied problems.
• Complete numerous activities in a multi-task environment.
• Effectively communicate in both written and verbal format.
• Able to maintain confidentiality.
• Exceptional emotional intelligence, interpersonal skills, and diplomacy.
• Project management skills with experience managing deadlines, managing various stakeholders.
• Strong writing and communication skills, with experience researching and preparing executive-level documents, reports, and presentations.
• Resourceful with the ability to identify needed information.
• Diligence in working with diverse systems and people.
• Ability to learn quickly and adapt.
• Ability to take initiative, organize, and complete projects with minimal supervision.

Application Documents

• Resume (required)
• Cover Letter (preferred)
• References (required)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$65,000.00 - $75,000.00

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. For additional information please see the University's Notice of Nondiscrimination.

 

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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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