Program Administrator

Department
PSD Data Science: AI Research Staff

About the Department
The Data Science Institute at the University of Chicago was established to support the development of emerging efforts in data science and AI across the University. The staff in the Data Science Institute support the University's community of scholars, their shared ideals, and the core values that make the University a singular intellectual destination. Together with the University's deans and department chairs, the Data Science Institute provides the opportunities, infrastructure, and resources that encourage our faculty and other scholars to pursue their finest work. We are part of the Physical Sciences Division which includes departments and several interdisciplinary research institutes and centers.

Job Summary
The Data Science Institute is hiring a Program Administrator for the Eric and Wendy Schmidt AI in Science Postdoctoral Fellowship program funded by Schmidt Sciences, a philanthropic initiative of Eric and Wendy Schmidt. The Program Administrator will support the program in several key functions, including strategic program management, faculty and committee coordination, postdoctoral fellow support, event planning and execution, stakeholder engagement, partnership development, grant-related reporting, and day-to-day administrative operations.

The Program Administrator will report to the Director of the AI + Science Research Initiative to support postdoctoral scholars to ensure broad institutional support and coordinated resources for the program. The Program Administrator will manage faculty committees, program and event development, and reporting activities. Familiarity with postdoctoral scholar programs, university research structures and requirements, career mentorship in academia is preferable, as well as a background in academic research. This at-will position is wholly or partially funded by contractual grant funding which is renewed under provisions set.

Responsibilities

• Collaborate with the Director of AI + Science and faculty leadership to develop, implement, and evaluate programmatic activities, timelines, deliverables, operational frameworks, and performance metrics to achieve grant objectives.
• Coordinate and support faculty engagement and committee activities, including the Executive Committee and the Mentoring & Advising Committee, by preparing agendas, facilitating communications, tracking fellow progress, compiling reports, and implementing committee decisions.
• Plan, coordinate, and oversee program events and activities, including weekly postdoctoral meetings, seminar series, summer schools, retreats, hackathons, and community engagement initiatives.
• Serve as the primary liaison for Postdoctoral Fellows, coordinating support and resources across university offices (Dean's Offices, Office of International Affairs, Human Resources) and assisting fellows with programmatic planning and professional development activities.
• Collaborate with the Data Science Institute and other campus partners to develop and implement synergistic research and training initiatives.
• Serve as the primary point of contact with Schmidt Sciences regarding program approvals, reporting, and programming activities.
• Communicate program updates, outcomes, and key information to internal and external stakeholders.
• Perform administrative and operational functions, including procurement, reimbursements, invoice processing, meeting logistics, catering, and other related duties as assigned.
• 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

Technical Skills or Knowledge:

• Knowledge of higher education and/or nonprofit organizations.

Preferred Competencies

• Work independently, while also demonstrating the ability to work collaboratively with various stakeholders.
• Attention to detail and commitment to excellence.
• Demonstrated success working with diverse communities.
• Excellent written and oral communication, including emails, written reports, and slide presentations.
• Handle multiple projects and deadlines while maintaining a high level of work quality.
• Excellent organizational and leadership skills.
• Experience managing large, complex projects
• Demonstrated ability to solve complex problems, independently troubleshoot, and deliver results in fast-paced, ambiguous environments.
• Demonstrated success in research, scientific and/or academic program support.

Application Documents

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

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

FLSA Status
Exempt

Pay Range
$68,000.00 - $78,000.00
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.

Job seekers in need of a reasonable accommodation to complete the application process should call View phone number on click.appcast.io or submit a request via Applicant Inquiry Form.

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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