Department

PME Administration & Operations

Job Summary

Reporting to the Faculty Director, the Managing Director directs, coordinates, and oversees the processes associated with the finance, governance, and programmatic initiatives of the Institute. 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 Faculty Director. Manages and delegates faculty requests, coordinates with functional areas, and directs the work of the Institute Administrator and Senior Operations Associate. Works as part of a cohort of PME Institute Managing Directors to align strategic plans supporting PME’s growth plan. The Institutes will focus on three distinct engineering disciplines: materials and sustainability, immunoengineering and bioengineering, and quantum science and engineering.

Responsibilities

• Executes the strategic vision as well as the day­-to­-day management, budgeting, strategic planning, business functions, and communications of the Institute.
• Oversees launches, plans, and implements new technical programs, including student fellowships and cross-institutional collaborations.
• Manages faculty and personnel searches for theoretical and experimental roles, overseeing candidate visits, interviews, and presentations.
• Leads and facilitates stakeholder meetings and symposia, and manages partnership development across industry, corporate, academic, and government sectors, fostering strategic alliances. Builds global academic and industry relationships, including visiting collaborators and student exchange programs.
• Hosts and coordinates international and governmental workshops and alliances, leading the partnership and agreement processes for institutional collaborations and student exchange collaborations.
• Develops and manages memoranda of understanding (MOUs) and collaborative agreements for joint academic and fellowship programs. Oversees application, selection, and ongoing management of fellowship programs, collaborative research agreements, and visiting researcher appointments.
• 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's engineering specialty.
• Manages institute strategy development along with the Faculty Director, 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.
• Directs the budget for the Institute, managing financial resources, and preparing and monitoring reports. Works with PME Finance to ensure compliance with all University and federal contract guidelines and regulations. Manages the monthly budget meetings with the PME Finance and URA teams. Provides strategic direction and oversight for the purchasing of goods and services and vendor agreements.
• Ensures close communication with the Faculty Director and the cohort of PME Institute Managing Directors as appropriate.
• Point of contact to other Institutes and Divisional administrative resources (IT, HRAA, Finance, Marketing, Facilities, Admissions, Academic Programs, Dean of Student’s Office).
• Collaborates with the Communications Lead, for presenting and prioritizing marketing and communication needs. Organizes the monthly marketing/communication meetings with the 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.   
• Escalation point of contact 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 Operations Specialist to deliver focused and effective operational support for the Institute and its Faculty. Manages, develops, and implements new tools and processes to improve operational efficiency and tracking across organizational functions.
• 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.
• Works with minimal guidance in space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
• 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:

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Preferred Qualifications

Technical Skills or Knowledge:

• Proficiency with Microsoft Office (Excel, Word, PowerPoint), Box and Zoom. 
• Proficiency with finance and procurement systems, such as GEMS, Concur, BuySite, Oracle.

Preferred Competencies

• Enthusiasm and passion for science and engineering.
• Managing multiple projects simultaneously and effectively. Commitment to customer service and a high level of attention to detail. 
• 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. 
• Work collaboratively with colleagues and leverage resources to achieve the Institutes and PME goals. Strategize effectively. 
• Apply intercultural knowledge, interpersonal skills, and teamwork to execute duties in diverse environments. 

Application Documents

• Resume/CV (required) 
• References Contact Information (3)(required) 

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

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

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

$100,000.00 - $115,000.00

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 theBenefits Guidebook.