Operations Manager

Thirty Million Words Center Operations Manager

This position manages a broad range of business operations for the Thirty Million Word (TMW) Center for Early Learning + Public Health. Develops and implements office procedures and policies and ensures compliance. Leads student and staff onboarding and orientation efforts in close coordination with team leads. This at-will position is wholly or partially funded by contractual grant funding which is renewed under provisions set by the grantor of the contract. Employment will be contingent upon the continued receipt of these grant funds and satisfactory job performance.

Responsibilities

HR & Staff Support

• In partnership with Leadership and Human Resources (HR), manage HR functions including hiring, terminations, time and attendance, performance management, and employee relations.
• Support execution of staff-related processes and maintain documentation in accordance with Center needs.
• Lead all training and orientation for new and existing staff and professional development initiatives for the team.
• Manage internal communications, ensuring all necessary information is communicated to the team (or relevant members of the team) in a timely and accessible manner.

AI & Technology

• Serve as the Center's internal AI champion, driving adoption and effective use of AI tools across business operations; maintain expert-level proficiency in Claude and Claude Cowork, serving as the go-to internal resource for staff onboarding, troubleshooting, and ongoing optimization.
• Proactively identify opportunities to streamline workflows and improve operational efficiency through AI integration.

Budget & Finance

• Support vendor relationships, contract management, and procurement activities to ensure cost-effectiveness and compliance with university purchasing policies and procedures.
• Process and reconcile invoices, purchase orders, and expense reports in a timely and accurate manner.

Events

• Organize and coordinate events including conferences, retreats, leadership meetings, holiday and social gatherings, and other Center events.
• Lead weekly Monday morning all-staff stand-up meetings.
• Coordinate complex travel arrangements for the PI, ensuring all necessary files, materials, and supplies are assembled and itinerary is prepared.

Center Administration

• Ensure departmental compliance with BSD and University policies, procedures, and guidelines.
• Examine and apply information thoughtfully to help solve problems and improve and optimize processes.
• Perform other duties and special projects as assigned in support of Center priorities and leadership needs.

Culture & Community

• Foster a positive, inclusive, and collaborative Center culture, serving as a connector across teams and supporting staff engagement and morale.
• Model and reinforce TMW Center values in day-to-day operations and staff interactions.
• Support planning and execution of community-building initiatives, celebrations, and staff recognition efforts.

Operations & Facilities

• Serve as the primary departmental point of contact for facilities and space-related matters, including repairs, temperature regulation, power outages, emergencies, and key access.
• Participate in overseeing and maintaining the physical office space, ordering technology, upgrades, and office supplies.
• Oversee equipment inventory and subscription audits and related compliance requirements.
• Assist in space planning and adjustments.
• Proficient with audio/video setup and breakdown.

Administrative

• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
• Researches and analyzes data to create reports, and may create other reports for grants and contracts.
• 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

Education:

• Advanced degree in a related field.

Experience:

• Prior experience in an academic medical center.

Preferred Competencies

• Excellent people skills including the ability to build strong rapport and trust and maintain confidentiality.
• Handle multiple tasks and assignments simultaneously.
• Problem-solving skills, including a strong ability to prioritize.
• Excellent organizational skills, including strong attention to detail.
• Initiative, independent judgment, and discretion.
• Think creatively and to translate creative ideas into concrete work product.

Application Documents

• Resume (required)
• Cover letter (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

Scheduled Weekly Hours

40

Pay Rate Type

Salary

​FLSA Status

Exempt

​Pay Range

$60,000.00 - $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.

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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