Institute Manager

Location: Chicago, IL

Job Description:

• Reporting to the Institute Director, the Institute Manager executes the strategic vision as well as the day-to-day management, budgeting, strategic planning, and communications of the Institute.
• Oversees and leads operational and strategic Institute projects at the direction of the Faculty Director, including liaising with internal and external constituencies and stakeholders. This includes building partnerships with units across campus and relevant external organizations and groups in the Institute specialty and engineering.
• Participates in Institute strategy development, supports the Institute's advisory board, works across campus to connect with quantum faculty in other departments, and works with the communications team to build a brand for the institute.
• Manages the budget for the Institute, including oversight of financial resources, and preparing and monitoring reports.
• Leads the effective, compliant, and efficient daily management of all operational, financial, and business functions within the Institute.
• Ensures close communication with the Institute Director and the cohort of PME Institute Managers as appropriate.
• Provides strategic direction and oversight for the purchasing of goods and services and vendor agreements. Works with PME Finance to ensure compliance with all University and federal contract guidelines and regulations. Organizes the monthly budget meetings with the PME Finance and URA teams.
• Liaison to other Institutes and Divisional administrative resources (IT, HRAA, Finance, Marketing, Facilities, Admissions, Academic Programs, Dean of Students' Office).
• Liaison to the Communications Lead, for presenting and prioritizing marketing and communication needs. Organizes the monthly marketing/communication meetings with the Institute Faculty Director and Communications Lead. Plans and manages Institute sponsored events, seminars, lectures, and symposia with the Marketing/Communications (Events Adm).
• Collaborates closely with the Education Lead on Institute participation in recruitment, admissions, advising, and outreach activities for undergraduate and graduate student populations, postdocs, and various fellowship awardees.
• Serves as liaison for postdoctoral researchers, research staff, and students within the labs for postdoc fellows program, visiting fellows program, faculty advisory committees, space assignments, IT needs, purchasing requests, reimbursements, and accounts payable.
• Directs and supervises all activities of the Institute Administrator and Senior Operations Associate to deliver focused and effective operational support for the Institute and its Faculty.
• Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.
• Plans, develops, analyzes and manages budget, including developing multi-year budget forecasts. May oversee the preparation and management of grant and contract proposals, ensuring compliance with all University, federal and private foundation guidelines and regulations. Develops financial reports and assists with seeking funding for grants.
• Performs other related work as needed.

Preferred Qualifications

Technical Skills or Knowledge:

• Proficiency with Microsoft Office (Excel, Word, PowerPoint), Box and Zoom.
• Proficiency with finance and procurement systems, e.g. GEMS, Concur, BuySite, Oracle.
• Manage finances or create budgets.

Preferred Competencies

• Enthusiasm and passion for science and engineering.
• Managing multiple projects simultaneously and effectively.
• Strong oral/written communication skills.
• Strong analytical skills.
• Develop collaborative relationships throughout the University of Chicago community and its partners, to further the impact of the Institute.
• Demonstrated administrative, problem-solving, and decision-making skills.
• Manage budgets effectively; apply financial tools and techniques to meet operational objectives.
• Demonstrated ability to manage and maintain sensitive or confidential information.
• Commitment to customer service and a high level of attention to detail.
• Work collaboratively with colleagues and leverage resources to achieve Institute and PME goals.
• Strategize effectively.
• Apply intercultural knowledge, interpersonal skills, and teamwork to execute duties in diverse environments.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• Three Professional References Contact Information (required)

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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 the Applicant Inquiry Form.

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