Job Description

Department

PSD James Franck Institute: Administration

About the Department

The James Franck Institute (JFI) is the premier institute in the US for research at the intersection of physics, chemistry, and materials science. The research spans condensed matter physics, physical chemistry, synthetic materials chemistry, atomic, molecular, and optical (AMO) physics, geophysics, and biophysics. As one of the five interdisciplinary institutes of the Physical Sciences Division, it provides a stimulating environment for scientists of different disciplines to interact with and aid each other's research and facilitates collaborations between pre- and postdoctoral researchers and mentors from different academic backgrounds. The intellectual environment in the Institute is further enriched by opportunities to interact with senior scientists, senior research associates, research scientists, and visiting scholars. An active colloquium and seminar series, as well as a more informal weekly bag lunch, stimulates information exchange. In an age where much cutting-edge research lies at the boundaries between traditional disciplines, the James Franck Institute fosters creative interdisciplinary work at the forefront of science.The Administrative Director of the JFI will serve as the senior administrative leader of the James Franck Institute (JFI), reporting to the faculty director and supervising administrative staff to advance the intellectual mission, strategic priorities, and effective operation of the Institute. The Administrative Director oversees core administrative functions including organizing events and seminars, serving as the first point of contact for postdoctoral and staff hiring and reappointment, managing internal and external communications, and administrative support for institute activities and faculty. This role will also work with institute faculty to help support the scientific goals of affiliated research programs and centers through providing project management, strategic planning, and staff development support. The role supervises administrative staff supporting the Institute and serves as a senior problem-solver and primary administrative point of contact for internal and external constituencies.

Responsibilities

• Serves as the lead administrator for the Institute, ensuring that the JFI Director’s priorities are implemented.
• Supervise and mentor administrative staff, setting priorities, ensuring coverage and consistent service during absences, and overseeing staff training, performance management, and other personnel actions.
• Develop administrative procedures and improve workflows across the institute.
• Coordinates with HR, departments, and central administration on faculty, postdoctoral scholar, research scientist, and staff appointments.
• Supports the faculty-led scientific programs affiliated with the institute through providing project management support and staff training and development.
• Has dotted line oversight and supervision of staff in JFI-led Centers and Facilities, collaborating closely with the faculty Director to ensure that the administration, staff development, and finances of the core are supported.
• Work with the PSD dean's office to ensure visas, payroll, benefits, and onboarding remain on schedule.
• Approves hourly employee time and oversee HR-related transactions for staff hired into JFI as part of individual research groups or centers.
• Write letters and memos.
• Provide direct support for the director and other faculty for administrative matters.
• Prepares agendas, compiles background materials, and documents voting for faculty meetings.
• Tracks faculty/OAA appointments as necessary.
• Maintains institute records and personnel lists.
• Coordinates institute-wide communications and announcements.
• Works with the building manager to track and oversee available desk space in the Institute.
• Maintains the JFI website, ensuring all content is up to date with current news, announcements and events and the website is a resource for all members of JFI.
• Serves as the lead for a planned website redevelopment project led by the division, working with the PSD Dean’s office to help oversee the migration of key information to a new website template.
• Coordinates communications with faculty to maintain web content.
• Maintains content on video screens in the lobby and assists with hallway art procurement.
• Tracks institute budgets, special allocations, and discretionary initiatives in collaboration with the Local Business Center.
• Supports fund-raising, working closely with the Institute Director and PSD Advancement teams to support fundraising goals.
• Manages special projects assigned by the Director and monitor’s progress.
• Oversee colloquium and other convening activities to ensure they are executed successfully.
• Track submissions for JFI programs, such as the annual Emerging Frontiers competition (approximately 5 proposals).
• Coordinates summer undergraduate and other stipend processing and reporting.
• Assist with outreach activities as needed.
• Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.
• Works with minimal guidance in space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
• 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

Education:

• Bachelor’s degree.

Experience:

• Familiarity with university research environments, either through a background in academic research or related work experience.
• Supervisory experience.
• Experience supporting research centers, institutes, academic departments, laboratories, or complex faculty-led programs.

Preferred Competencies

• Ability to cultivate and maintain high-level relationships with academic researchers, funding agencies, external partners, and donors.
• Understanding of higher education and/or non-profit organizations and grant funding structures.
• Effective project management skills, including managing complex workflows, successfully working across teams, budgeting, and attention to operational and research details.
• Ability to manage multiple projects effectively with minimal oversight.
• Expert problem solving and analytical skills.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency with standard office, financial, project-management, and communications tools, with ability to learn University-specific systems.
• Willingness to learn new processes and procedures and explain them to other staff and faculty.
• Ability to work with a high degree of discretion and confidentiality.

Working Conditions

• Ability to work occasional evenings and weekends when needed to support institute events and activities.

Application Documents

• Resume (required)
• Cover Letter (required)
• References (required)

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.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

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

$85,000.00 - $105,000.00

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 the Benefits 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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