Project Administrator, Research Initiatives

Department

BSD DIV - Dean for Basic Science: Staff

About the Department

The Biological Sciences Division (BSD) has a tripartite mission of education, research, and clinical care. In this unique academic community—the largest unit in the University—a unified BSD delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences together with outstanding patient care and world-renowned research.

The BSD Dean’s Office oversees all basic and clinical research programs in the BSD and helps to lead the coordination and integration of all types of basic, clinical, translational, and community research throughout the BSD.

Job Summary

We are seeking a Project Administrator, Research Initiatives to provide essential staff support in advancing and sustaining research programs of academic excellence within the BSD. Key responsibilities include coordinating endowed awards and lectures (such as the Ricketts, Seskind, and Andros lectures), supporting the Community for Advancement of Physician Scientists (CAPS) program, and assisting with major events including the Dean’s Research Forum and semi-annual Junior Faculty Writing Retreats. The role also supports faculty nominations for prestigious honorific societies and prizes, along with other research-related initiatives as needed.

The ideal candidate is a proactive, detail-oriented self-starter who takes initiative and thrives in a collaborative academic environment. This position is responsible for full-cycle planning and execution of events, meetings, symposia, workshops, and strategic program initiatives that engage university leadership, faculty, staff, donors, and other key stakeholders.

Responsibilities

• Develops work plans to execute programs, manages related calendar, and serves as primary contact with invited lecture speakers and award recipients.

• Works with and supports faculty nominating and selection committees for endowed lectures; conducts research on potential speakers/award recipients.

• Writes programmatic and promotional materials which may include letters, emails, briefings, invitations, website content, event handouts, publicity, reports, social media promotions, and other communications collateral.

• Coordinates involvement of university leadership, faculty, staff, donors, and external stakeholders, as well as endowment and administrative personnel.

• Manage logistics for in-person and virtual special events, meetings, symposium, workshops, dinners, and other programs, including hotel accommodations, transportation, and other incidentals.

• Identify staffing needs, create and communicate staffing plans and timelines for events.

• Plans and manages annual budget, monitors expenditures/reimbursements and honoraria processing, and prepares financial reports.

• Keeps the Medicine and Biological Sciences Development (MBSD) Office contact apprised of activities related to donor stewardship. Provides materials for donor stewardship to MBSD office.

• Support and administer CAPS programming along the entire spectrum (e.g., seminar series, annual retreat, trainee recruitment, mock study sections, social events, etc.).

• Manage CAPS alumni and physician-scientist listservs and databases, including active tracking of physician-scientist outcomes in terms of grant funding, publications, etc.

• Develop program-specific brochures, surveys, and maintain CAPS website by updating news, events, and other content.

• Support nomination process for top scientific and honorific societies.

• Supports candidate visits and other lectures and symposia as needed and as organized by the Dean’s Office.

• Works somewhat independently to develop detailed work plans, schedules, project estimates, resource plans, and status reports. Assembles and leads a project team, assigns individual responsibilities, identifies appropriate resources needed, and develops schedules to ensure timely completion of projects.

• Is responsible for tracking progress, conducting analysis, as well as preparing for and facilitating project meetings.

• Acts as a resource for a project team and provides analytical guidance. Interprets complex project issues and provides analytical guidance to a project team.

• Coordinates the successful integration of vendor tasks and tracks and reviews vendor deliverables.

• 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 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Experience working with faculty in an academic setting and familiarity with academic values and culture.

​Preferred Competencies

• Ability to work on multiple projects simultaneously, set priorities, and meet tight deadlines.

• Excellent communication (oral, written) and editing skills.

• Attention to detail and a commitment to providing a high level of service.

• High degree of professionalism, diplomacy skills, and ability to handle confidential information.

• Ability to interact with and win the trust and confidence of faculty and administration.

Working Conditions

• Office Environment.

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

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$70,000.00 - $95,000.00

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 theBenefits 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 773-702-5800 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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