Department
PSD Institute for Mathematical and Statistical Innovation: Administration and Staff
About the Department
Job Summary
Responsibilities
Functions as the IMSI staff leader on the operations necessary for the successful outcome of IMSI’s scientific activities.
Supervises five or more professional institute staff and collaborates with other Institute staff and leadership. Monitors institute needs along with staff workloads and assignments and makes adjustments as needed.
Manages human resource activities for staff employees including hiring, orientation, performance planning and compensation, staff development and employee relations, staff retention in the situation of possible departure, and staff departures.
Manages and the execution of all institute events. Devises staff split schedules when necessary.
Oversees Program team to ensure all institute invoice payments and visitors reimbursements are timely.
Provides first-line of oversight of IMSI expenses related to participant support.
Supervises the team responsible for organizing and executing IMSI scientific activities and education outreach events. Works across technical and scientific teams to act as a liaison between the programmatic team and program participants.
Serves as the leader and main point of contact for program and workshop organizers. Communicates with organizers to plan activities and bring their vision to life. Disseminates necessary updates to the IMSI staff. Coordinates formal invitations to speakers and other activity attendees, and works with organizers to find suitable replacements when needed.
Oversees scheduling and space use, ensuring that appropriate plans are developed and executed by the team. Works with IMSI IT/AV Director to ensure all technology needs are met during events.
Responsible for IMSI website updates regarding activities, including registration forms, activity schedules, and invitations.
Develops and executes reporting on all events including participant demographics, end-of-activity surveys, and participant feedback.
Reviews visitor feedback and decides--in consultation with Directorate --what changes to implement based on feedback.
Responsible for the first draft of the IMSI Annual Report.
Leads development and operations of Mathematical Sciences Institutes Diversity Initiative (MSIDI) grant conferences such as Modern Mathematics Workshop, Infinite Possibilities Conference, and Blackwell Tapia.This includes shadowing previous iterations of conferences where applicable, creating logistical plans including meeting spaces and hotels, working with organizing committees, inviting speakers, issuing attendee funding offers, ensuring smooth on-site experience, and leading IMSI staff for timely reimbursements.
Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance. Creates, updates, and maintains email templates for programs. Creates, updates, and maintains procedures related to all IMSI activity. Keeps staff informed of any University policy changes.
Supervises the team responsible for the long program visitor appointments as visiting scholars, visiting research associates, guest scientists, and non-degree visiting students.
Supervises the administrative staff to troubleshoot issues related to obtaining visas for relevant visitors.
Under the direction of the Director, issues all funding offers. Provides visitor guidance and orientation. Ensures adequate office space is available. Supervises visitor departure including obtaining end-of-visit reports.
Responsible for reviewing and approving exceptions to travel limits and ensuring adherence to grant restrictions such as the Fly America Act.
Coordinates with Grant Administrator as needed to ensure all expenses are allowable on the NSF grant.
Coordinates with other stakeholders on campus to troubleshoot problems with visitor payments.
Develops and maintains relationships with key individuals in Shared Services.
Correspondence with visitors over email and by phone, answering visitor inquiries and triage with team on group inboxes to ensure that all emails receive an appropriate response.
Maintains visitor confidentiality and oversees the staff to ensure confidentiality is maintained. Ensures visitors have access to necessary campus resources including mental health services. Intervenes with visitors if there are any concerns.
Represents the Director, Institute, and University well in all internal and external verbal, written, and in-person correspondence. Builds relationships with a diverse set of stakeholders and collaborators. Develops and implements communication strategies with an international audience of researchers.
Represents the institute at conferences such as the Joint Statistics Meeting (JSM) and Joint Mathematics Meeting (JMM). Plans and staffs outreach booths as needed. Promotes the institute to conference attendees. Ensures marketing materials such as flyers and swag are up to date.
Represents IMSI at meetings with the NSF and other mathematics institutes.
Represents IMSI at PSD events including the departmental administrators’ meeting.
Helps plan agenda and takes notes at the following meetings: NSF visits, IMSI Advisory Board, IMSI Science Committee, IMSI Executive Meeting, IMSI Administrative meeting, IMSI staff meeting, etc.Edits notes that will be public record.
Coordinates the Joint Mathematics Meeting (JMM) Reception on a two-year rotation, including shadowing the year before. Finds reception space, plans catering, sets up exhibit booths, and invoices all participating institutes.
Supervises the payment of all institute invoices in a timely manner, including subaward payments, hotel payments, and payments to other institutions for allowable expenses.
Manages employees by establishing annual performance goals, allocating resources, assessing annual performance, and determining individual merit, incentive and/or promotional increases.
Manages program operations and administrative functions which may include planning and scheduling, program evaluation, policy implementation, personnel administration, budget, marketing, fundraising and proposal development.
Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.
Work Experience:
Certifications:
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Preferred Qualification
Education:
Master’s degree in a related field.
Experience:
Supervisory experience.
Experience working in a university environment.
Experience overseeing complex operations.
Experience working with collaborators from multiple institutions.
Application Document
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
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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 Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.
Staff 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.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
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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