Special Projects Coordinator

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Friday, October 27, 2023


PSD James Franck Institute: Administration and Staff

About the Department

The James Franck Institute (JFI) is the premier institute in the US for research at the intersection of physics, chemistry, biophysics, and materials science. We have great strength in both experiment and theory. We are a hub for activity in materials science and materials processing.

Job Summary

The Special Project Coordinator will provide project management leadership and manage the daily operations of a newly established Center within the James Franck Institute at the University of Chicago. This position will support the varied needs of the leadership of the Center and their associated research groups primarily in the areas of finance, events, communications, and support services management. This position will represent the Center in business affairs such as the management of day-to-day financial processes, payment of invoices, purchasing goods and services, and reimbursements. Additionally, the position will entail coordination of center-wide programs such as Visitor and Fellowship programs, events, outreach, annual technical reports and communications, and fulfill other needs as they arise, such as organization of calendars, scheduling, travel arrangements, etc.


  • Support the operational and administrative needs of the center leadership and their research groups.
  • Monitor and reconcile the center-wide budget.
  • Manage the day-to-day financial processes such as payment of invoices, purchasing of goods and services, and reimbursements.
  • Compile annual reports and ensure that all documents submitted are accurate, uniform, and compliant.
  • Keep accurate records of center publications and accomplishments.
  • Prepare communications about the Center’s activities to various stakeholders.
  • Create and manage online content for Center webpages and those of the leadership.
  • Assist with Center-wide activities such as outreach and workshops.
  • Event planning and coordination related to Center reviews or special events.
  • Manage postdoctoral recruitment programs and appointments.
  • Oversee the calendars, scheduling, and travel arrangements for Center leadership.
  • Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
  • Interacts with faculty, researchers, and staff for committee work or information.
  • Performs other related work as needed.

Minimum Qualifications


Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.



Preferred Qualifications


  • A Bachelor’s in Biology, Chemistry, Physics, or a related field.


  • Departmental-level business administration or equivalent.
  • Familiar with submitting research grants.

Preferred Competencies

  • Publication quality document production.
  • Website creation and management.

Working Conditions

  • Hybrid work schedule after an initial probationary period.
  • Expected to reside in Chicago or the surrounding area.

Application Documents

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

FLSA Status


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

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.

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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