Assistant Director

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Friday, November 3, 2023


PSD Data Science: Willett Research Center

About the Department

The National Institute for Theory and Mathematics in Biology (NITMB) aims to integrate the disciplines of mathematics and biology in order to transform the practice of biological research and to inspire new mathematical discoveries. NITMB is a partnership between Northwestern University and the University of Chicago. It is funded by the National Science Foundation and the Simons Foundation. The mission of the NITMB is to create a nationwide collaborative research community that will generate new mathematical results and uncover the “rules of life” through theories, data-informed mathematical models, and computational and statistical tools. The fundamental research done by NITMB will stimulate advances in areas as diverse as the environment, medicine, and technology development. NITMB is part of the Physical Sciences Division at the University of Chicago.

Job Summary

The job manages a broad range of business operations and academic activities. Develops and implements office procedures and policies and ensures compliance. Prepares and monitors the budget for a unit. The Assistant Director will provide administrative support for the leadership of the institute and supervision of institute staff.


  • Provides comprehensive advanced administrative support and events management to support the research and educational goals of the Institute’s Director and senior leadership for a diverse set of activities.

  • Manages human resource activities for staff employees including hiring, orientation, performance planning and compensation, staff development and employee relations.

  • Supervises program coordinators and collaborates with other Institute staff.

  • Leads the purchasing of goods and services. Set up consultants, service agreements, and other contracts with vendors. Works with procurement and appropriate business units with the University to ensure compliance with all University and federal contract guidelines and regulations.

  • Represents the Director, Institute, and University well in all internal and external verbal, written, and in-person correspondence. Builds relationships with a diverse set of stakeholders and collaborators.

  • Develops and implements communication and programming strategies with an international audience of researchers.

  • Researches, compiles, and analyzes data to create proposals, letters, reports, and other documents.

  • Assists with the composition, editing, and proofing of scientific and/or technical documents including grants and manuscripts.

  • Organizes and executes select Institute projects, research programs, events, and initiatives.

  • Works across technical and scientific teams to act as a liaison between the programmatic team and program participants.

  • Oversees and maintains physical office space, ordering equipment, supplies, repairs, and upgrades.

  • Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.

  • 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


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.



Preferred Qualifications


  • Bachelor’s degree.


  • Experience providing executive administrative support.

  • Advanced experience using basic software applications (e.g. Microsoft Office Suites, Google Docs, email and calendaring programs).

  • Experience composing, editing, and proofing written language for professional communication in the English language.

  • Demonstrated experience successfully accomplishing complex assignments with ambiguous requirements and minimal oversight and supervision needed.

  • Demonstrated experience initiating and successfully leading administrative process improvements that resulted in operational efficiencies.

  • Experience handling confidential information with absolute discretion.

  • Customer service experience.

Preferred Competencies

  • Excellent verbal and written communication skills.

  • Demonstrated administrative and organizational skills.

  • Work successfully with University students, faculty, and staff.

  • Multi-task and manage multiple responsibilities simultaneously.

  • Familiarity with general business practices.

  • Attention to detail.

  • Excellent interpersonal skills.

  • Strong analytical and organizational skills.

  • Analytical ability to find solutions to various administrative problems.

  • Flexible and perform new tasks with short notice.

  • Handle public contacts with courtesy, clarity, and diplomacy.

  • Handle sensitive and confidential situations and information with absolute discretion.

  • Display a professional, calm, and courteous demeanor and maintain when under pressure.

  • Follow an issue through to resolution.

  • Work under minimal supervision and oversight.

  • Review and synthesize information and produce a concise summary.

Application Documents

  • Resume (required)

  • Cover letter (required)

  • References (preferred)

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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