University of Chicago
The Neuroscience Institute was established in 2014 to serve neuroscience throughout the University of Chicago. Over the past 3 years, the Institute has expanded to develop two new Centers: The Grossman Center for Quantitative Biology and Human Behavior and the Center for Motor Neuron Disease. The Institute seeks to hire an administrator committed to the advancing the mission and goals of both Centers.
About the Department
The Grossman Center for Quantitative Biology and Human Behavior will develop and expand cutting-edge quantitative methods poised to probe the nervous system and foster deep collaborations with experimental groups to test emerging theories of the brain. To accomplish this, the Grossman Center will house a team of world-class computational scientists that act as a nexus for the quantitative thought about the brain spanning the divisions and departments across the University of Chicago.
The mission of the Center for Motor Neuron Disease (CMND) is threefold. First, we seek to generate new knowledge and advance our understanding of ALS and other neurodegenerative diseases. Second, we firmly believe that biomedical breakthroughs are fueled by unique collaborations that bring together scientists with diverse expertise. Third, and most importantly, CMND aims to train the next generation of scientists and expose high school students in the South Side of Chicago to the scientific method.
The Grossman Center for Quantitative Biology and Human Behavior and the Center for Motor Neuron Disease is looking to hire an administrator dedicated to building and launching programs in theoretical neuroscience and neurodegeneration. Under general direction from the Neuroscience Institute Administrative Director and Center Directors, the Center Administrator provides thoughtful leadership to develop strategic administrative initiatives that meet the mission of each Center. Overseeing the effective, compliant, & efficient daily management of all operational, financial, & business functions, the Center Administrator will perform complex and diverse administrative duties pertaining to the management of the physical space, supporting the needs of education programs as well as partnering with senior leadership to advance various program initiatives. The Center Administrator will be tasked with planning, organizing and executing logistics for new programming, seminar and symposia, overseeing general office management and ensuring all expenses are paid, allocated to the appropriate accounts and bills are reconciled.
Manage the daily administrative operations of both Centers and support day-to-day administrative needs of the physical space:
Develop and maintain Center Governance.
Ensure all office materials are ordered stocked.
Provide and manage administrative support for the office suite, including but not limited to calendar management, room reservations, and AV support.
Use University systems (e.g. ePayment, GEMS, eLedgers, Buysite) to initiate financial transactions (procurement, reimbursements) and monitor spending reports for errors.
Badge Access: Assist with badge reader access for Center space by maintaining our security spreadsheets and providing space access for students/new staff/postdocs.
Special Events and Journal Clubs:
Manage logistics for events such as lectures, journal clubs and conferences.
Coordinate all pre-event arrangements, including event schedules, publicity, event venues, travel and lodging for guests, catering, and supplies.
Provide day-of support, including set-up/clean-up, check-in, standard audio-visual needs.
Assist in the monitoring of the various financial and budgetary activities, including vendor contracts and reimbursements. Prepare and monitor the budget for the unit.
Researches and analyzes data to create reports and may create other reports for grants and contracts.
Manages all financial activities, including financial analysis and reporting, budgeting, accounting, accounts receivable/payable, and procurement.
Research and analyze data to create financial budget reports and projections for review.
Liaise with Institute Administrative Coordinator to reconcile accounts and reporting.
Oversees compliance with University financial policies, updating fiscal policies, and educating faculty, postdocs, and students on changes.
Scheduling and Meetings:
Provide administrative support for faculty-led committees and the development and documentation of departmental rules, policies, and procedures.
Follow up on departmental decisions to ensure effective implementation.
Set up meetings as needed for Centers.
Support graduate programs meeting organization.
CMND Pilot Programs:
Organize and manage CMND Trainee Pilot Program by developing tracking and review system for pilot funding and renewals.
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.
Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
Performs other related work as needed.
Education:Minimum requirements include a college or university degree in related field.
Minimum 2 years’ experience in progressively responsible administrative experience.
Managing multiple projects simultaneously and effectively.
Managing finances or creating budgets.
Strong oral/written communication skills.
Leverage the strength of others to achieve departmental/divisional goals.
Manage budgets effectively; apply financial tools and techniques to meet operational objectives.
Work collaboratively with colleagues.
Strong analytical skills.
Apply intercultural knowledge, interpersonal skills, and teamwork to function in diverse environments.
Cover Letter (preferred)
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
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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