University of Chicago
University Research Administration has the responsibility to review and provide institutional endorsement for all proposals to federal and other external sponsors (excluding gifts), assuring compliance with University policies and sponsor terms and conditions. URA is the institutional authority for the negotiation and acceptance of financial support or other contractually-binding obligations in the form of a contract, grant, or agreement, including material transfer agreements and clinical trials.
About the Department
As an integral member of a small team, the Project Manager will support the activities, initiatives, and goals of University Research Administration through the timely management of projects and assignments across a robust portfolio, communicating status updates as needed.
The Project Manager, reporting to the AVP, Research Administration, will oversee detailed work, planning and project management related to the production of URA activities across all URA Teams as articulated below, typically dividing their time between efforts in URA Outreach, University-wide research initiatives, and URA administration and support. To accomplish this, they will need to develop and execute comprehensive project plans, propose innovative ideas, and strengthen relationships with a wide range of internal and external stakeholders.
• URA Outreach efforts include; the production of two annual URA All-Hands Meetings; production of Leadership Team Meetings; as well as regular Brown Bag/Training events and other seasonal staff appreciation events.
• University-wide research initiatives include: staffing key stakeholder groups including the Research Administration Leadership Committee and newly formed Research Policy Committee; and other initiatives that arise involving staff from across campus.
• URA administration and support include; development and maintenance of URA Leadership SharePoint site and other URA-wide resources and policies; staff meetings, documents minutes and attendance; drafts agendas and prepares briefings and other relevant materials in collaboration with the URA Senior Business Administrator.
The job coordinates non-technical (not information technology or construction related) projects from conception to completion. Assists with the assembly of teams and the development of detailed work plans, schedules, project estimates, resource plans, and status reports using straightforward problem solving skills.
Primary responsibilities to execute the above portfolio include:
Project manage Research Administration Leadership Committee related work products and other related governance groups/programs.
Prepare clear workplans, timelines, agendas and materials as needed.
Develop URA Leadership Sharepoint for office-wide goal planning and operations.
Producing reports and maintains impeccable documentation, including policies, handbooks, and onboarding materials for URA Leadership.
Develop and manage project plans from conception through implementation, in collaboration with URA Leadership Team and key stakeholders.
Plan and staff working group meetings and related events.
Coordinating the logistics of all meeting production—a virtual, hybrid, and in-person-including space, technology, security, catering, and staffing as may be needed or required.
Communicating with key stakeholders and collaborators, including serving as the primary liaison for event production contacts.
Perform administrative duties necessary to fulfill above responsibilities.
Serving as primary back-up to the URA Senior Business Administrator.
Assisting with special projects as assigned by the AVP.
Taking on other duties as required of a small team.
Coordinates events, researches logistics, assists with planning and preparing presentations, event outreach, and post-event write ups.
Assists with other administrative projects as needed and acquire higher level guidance and skills.
Performs other related work as needed.
Education:Minimum requirements include a college or university degree in related field.
Minimum 5 years of experience in project management, project plan development and implementation, and stakeholder engagement.
Demonstrated ability to developing research policy and materials for an informed, general audience.
Experience working in higher education.
Project management credentials.
Proven ability to conduct research and analysis on various topics and produce reliable metrics and data.
Strong sense of collaboration, diplomacy, and discretion as well as excellent customer service skills and the ability to work with various constituents across a complex organization.
Strong interpersonal skills with ability to foster partnership and collaboration.
Strong written and verbal communication skills as well as careful attention to detail and logistics are essential.
Proven ability to think critically and solve problems.
High degree of flexibility, adaptability, and general ability to respond to emerging opportunities and barriers in a constantly changing environment.
Excellent organizational skills to manage multiple projects, proactively formulate project milestones, and meet tight deadlines.
Self-starter with a demonstrated track record of working independently with little direction, and an aptitude for problem-solving.
Willingness to take initiative, learn new skills, and take on new responsibilities when needed.
Rapid proficiency in the use of University of Chicago systems such as AURA, FAS, Workday, ACCTS, PETS, GEMS, e-Payments, Business Objects and a high level of proficiency in Excel.
Strong computer skills including word processing, database management and spreadsheet skills.
Make decisions independently that will have downstream impacts on the management of sponsored projects.
Manage detail-oriented workload, to organize and prioritize during high-pressure, high-volume periods and manage stress.
Exercise sound judgment and absolute discretion regarding confidential matters with tact.
Handle multiple, concurrent tasks.
Interact by phone, email or in person with faculty and administrative staff at the University and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.
Sit for 4 hours or more.
Use computers extensively for 4 hours or more.
Travel to various on-campus locations when needed.
Use standard office equipment.
Cover Letter (Required)
References Contact Information (3) (required)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Administration & Management
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff 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.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
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