Program Administrator

Program Administrator for AI in Science Postdoctoral Fellowship

The Data Science Institute at the University of Chicago is hiring a Program Administrator for the Eric and Wendy Schmidt AI in Science Postdoctoral Fellowship program funded by Schmidt Sciences, a philanthropic initiative of Eric and Wendy Schmidt. The Program Administrator will support the program in several key functions, including strategic program management, faculty and committee coordination, postdoctoral fellow support, event planning and execution, stakeholder engagement, partnership development, grant-related reporting, and day-to-day administrative operations. The Program Administrator will report to the Director of the AI + Science Research Initiative to support postdoctoral scholars to ensure broad institutional support and coordinated resources for the program. The Program Administrator will manage faculty committees, program and event development, and reporting activities. Familiarity with postdoctoral scholar programs, university research structures and requirements, career mentorship in academia is preferable, as well as a background in academic research. This at-will position is wholly or partially funded by contractual grant funding which is renewed under provisions set.

Responsibilities

• Collaborate with the Director of AI + Science and faculty leadership to develop, implement, and evaluate programmatic activities, timelines, deliverables, operational frameworks, and performance metrics to achieve grant objectives.
• Coordinate and support faculty engagement and committee activities, including the Executive Committee and the Mentoring & Advising Committee, by preparing agendas, facilitating communications, tracking fellow progress, compiling reports, and implementing committee decisions.
• Plan, coordinate, and oversee program events and activities, including weekly postdoctoral meetings, seminar series, summer schools, retreats, hackathons, and community engagement initiatives.
• Serve as the primary liaison for Postdoctoral Fellows, coordinating support and resources across university offices (Dean's Offices, Office of International Affairs, Human Resources) and assisting fellows with programmatic planning and professional development activities.
• Collaborate with the Data Science Institute and other campus partners to develop and implement synergistic research and training initiatives.
• Serve as the primary point of contact with Schmidt Sciences regarding program approvals, reporting, and programming activities.
• Communicate program updates, outcomes, and key information to internal and external stakeholders.
• Perform administrative and operational functions, including procurement, reimbursements, invoice processing, meeting logistics, catering, and other related duties as assigned.
• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Has moderate/high levels of interactions with faculty, researchers and staff for committee work or information.
• 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 2-5 years of work experience in a related job discipline.

Certifications:

Preferred Qualifications

Technical Skills or Knowledge:

• Knowledge of higher education and/or nonprofit organizations.

Preferred Competencies

• Work independently, while also demonstrating the ability to work collaboratively with various stakeholders.
• Attention to detail and commitment to excellence.
• Demonstrated success working with diverse communities.
• Excellent written and oral communication, including emails, written reports, and slide presentations.
• Handle multiple projects and deadlines while maintaining a high level of work quality.
• Excellent organizational and leadership skills.
• Experience managing large, complex projects
• Demonstrated ability to solve complex problems, independently troubleshoot, and deliver results in fast-paced, ambiguous environments.
• Demonstrated success in research, scientific and/or academic program support.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• References (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions. When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.