Senior Institute Administrator, Chicago Quantum Institute

Senior Institute Administrator

The Chicago Quantum Institute seeks a highly skilled Senior Institute Administrator to manage the Institute's operational and academic administrative activities in support of its faculty, staff, postdoctoral fellows, and Ph.D. students. Reporting to the Institute Manager, the Sr Institute Administrator ensures the smooth execution of both day-to-day administrative and financial operations, and the Institute's strategic academic and research initiatives, demonstrating professionalism, strong customer service skills, and a commitment to the mission, vision, and values of the Pritzker School of Molecular Engineering. This position requires sound independent judgment, discretion, and the ability to manage high-level confidential administrative support for faculty and leadership. The Sr Institute Administrator can navigate complex workflows and prioritize time-sensitive tasks, work independently and proactively to ensure tasks are completed thoroughly and efficiently. As part of a growing Institute in a rapidly evolving field, this role offers an opportunity to make a significant impact on the growth of the Institute, PME, and UChicago more broadly. This position requires regular onsite presence for a minimum of 3 days a week. Business hours are considered from 7 : 00am 7 : 00pm. Evening and weekend work may be required on occasion for events or other work-related activities.

Responsibilities include :

• Performs and executes routine and complex assignments to ensure the success of the Institute's financial, operational, and events management processes.
• Leads and executes high-profile and strategic initiatives / events, including academic partnerships, international exchanges, and visiting research programs, with domestic and international academic, corporate, and government partners.
• Develops and manages relationships and partnerships crucial to the success of the Institute, PME, and UChicago; liaise with internal and external constituencies and stakeholders.
• In collaboration with the Institute Manager, plans, develops, analyzes, and manages the Institute's financial and budgetary activities, including preparation of budgets updates and projections.
• Oversees the budget vs. actuals tracking process, ensuring tracking is up-to-date and implementing solutions to improve processes.
• Designs, oversees and implements administrative processes (financial, advertising, application management, candidate visits, and onboarding) for the Chicago Quantum Postdoctoral fellows, Open Quantum Initiative Fellows, and summer undergraduate student programs.
• Creates and proposes budgets as outlined by the Institute's project needs and objectives. Stays informed of activities relating to University programs and initiatives, apprising the Institute Manager of issues when deemed necessary.
• Leads supporting faculty grants and awards by liaising on their behalf with University Research Administration pre-award and post-award specialists.
• Collaborates across Institutes and PME functional areas (HR / Academic Affairs, IT, Academic Programs, Dean of Students, Facilities) to meet administrative and operational needs.
• Prepares special reports and summaries, assists in managing the daily operation of the administrative support team, and develops administrative policies and procedures.
• Plans and executes deliverables for standing meetings and projects within the department.
• Plans systems of sustained continuous improvement. Reviews and updates established business processes and metrics.
• Collaborates with other PME units to onboard new faculty, postdoctoral researchers, research staff, and students, including elements of onboarding, space assignments, purchasing requests, reimbursements, and accounts payable.
• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
• 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.

Minimum qualifications include a college or university degree in a related field and 2-5 years of work experience in a related job discipline. Preferred qualifications include a bachelor's degree, background with project and document management systems, content management systems experience, progressively responsible business and administrative experience, background in an academic or complex administrative environment, familiarity with the higher education environment, proficiency with Microsoft Office Suite, strong computer skills, and excellent oral and written communication skills.