Director of Operations
University of Chicago, Chicago, IL, United States
Overview
Department : IMSI Administration The Institute for Mathematical and Statistical Innovation (IMSI) is a mathematical sciences research institute funded by the National Science Foundation. It is managed by the University of Chicago, Northwestern University, the University of Illinois at Chicago, and the University of Illinois at Urbana-Champaign, and is hosted at the University of Chicago. The essential mission of IMSI is to apply rigorous mathematics and statistics to urgent, complex scientific and societal problems, and to spur transformational change in the mathematical sciences and the mathematical sciences community. This mission emphasizes innovation, communication, and broadening participation. IMSI aims to facilitate innovation in the mathematical sciences with awareness of and responsiveness to its interdependence with science and society, focusing on applications of the mathematical sciences and themes that evolve over time. The second element of the vision is a focus on effective communication about the mathematical sciences, helping participants in its programs improve communication with new audiences and potential collaborators. Organizing committees for long programs are expected to plan and implement strategies to facilitate communication among interdisciplinary groups. The third element of the vision is a focus on broadening participation, offering broad avenues of access to IMSI programming and fostering an environment for the fullest possible flourishing of science and people. Job Summary
Responsible for managing the daily operations related to planning and executing IMSI scientific and outreach activities, particularly the event planning team, engagement with organizers and speakers, and overall IMSI operations. Supervises staff to ensure visitors and events align with the institute’s goals. Develops and oversees office procedures and policies, ensures compliance, prepares and monitors the budget, and provides administrative support for the IMSI leadership and staff supervision. Responsibilities
Functions as the IMSI staff leader on operations necessary for successful IMSI scientific events. Leads and supervises a team of professional staff while collaborating with Institute staff and leadership to support departmental priorities. Manages human resource activities for staff, including hiring, orientation, onboarding, performance planning and compensation recommendations, staff development and employee relations, retention in case of departure, and departures. Serves as the leader and main point of contact for program and workshop organizers, communicates with organizers to plan activities, disseminates updates to IMSI staff. Develops and implements relevant policies and procedures and ensures compliance. Creates and maintains email templates for programs, procedures for IMSI activity, and informs staff of University policy changes. Represents the Director, Institute, and University in internal and external correspondence. Builds relationships with diverse stakeholders and develops communication strategies for an international audience of researchers. Coordinates formal invitations, university appointments, visas, and funding for speakers and attendees; works with organizers to find suitable replacements when needed. Collaborates with the IMSI tech team to ensure technology needs are met during events. Responsible for IMSI website updates regarding activities, including registration forms, schedules, and invitations. Develops and executes reporting on all events, including participant demographics, end-of-activity surveys, and feedback. Oversees the Program team to ensure timely invoice payments and visitor reimbursements in compliance with rules and regulations. Responsible for the first draft of the IMSI Annual Report. Handles correspondence with visitors via email and phone, triages inquiries to ensure timely responses. Represents the institute at conferences (e.g., JSM, JMM), plans and staffs outreach booths, and maintains up-to-date marketing materials. Represents IMSI at meetings with the NSF and other mathematics institutes; participates in relevant university meetings. Helps plan agendas and takes notes at listed meetings (NSF visits, IMSI committees, staff meetings, etc.). Supervises timely payment of institute invoices, including subawards and subcontractor expenses. Manages employees by establishing annual performance goals, allocating resources, assessing performance, and determining merits or increases. Manages program operations and administrative functions, which may include planning, scheduling, evaluation, policy implementation, personnel administration, budget, marketing, fundraising, and proposal development. Performs other related work as needed. Qualifications
Education Minimum Qualifications : A college or university degree in a related field. Work Experience : 7+ years of work experience in a related job discipline. Certifications Preferred Qualifications : Master’s degree in a related field. Experience in event planning or operations and providing confidential executive administrative support. Supervisory experience. Experience working in a university environment. Experience overseeing complex operations. Experience working with collaborators from multiple institutions. Technical Skills Advanced experience using basic software applications (e.g., Microsoft Office, Google Docs, email, and calendaring programs). Experience with Wordpress and updating website content and data. Preferred Competencies Strong written and verbal communication in English. Ability to handle complex assignments with ambiguity and minimal supervision. Experience leading administrative process improvements for operational efficiency. Experience handling confidential information with discretion. Strong customer service experience. Experience managing a team. Application Documents
Resume (required) Cover letter (required) List of three references upon request When applying, upload documents via the My Experience page in the section Application Documents. Job Details
Job Family : Administration & Management Role Impact : People Manager Scheduled Weekly Hours : 37.5 Drug Test Required : No Health Screen Required : No Motor Vehicle Record Inquiry Required : No Pay Rate Type : Salary FLSA Status : Exempt Pay Range : $115,000.00 - $130,000.00 The pay range is a good-faith estimate of the compensation offer at the time of posting. Benefits Eligible : Yes The University offers a range of benefits programs and resources for eligible employees. See the Benefits Guidebook for details. 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 identity, gender expression, national or ethnic origin, ancestry, age, disability, or veteran status. For additional information, please see the University's Notice of Nondiscrimination. Reasonable accommodations during the application process can be requested by calling 773-702-5800 or via Applicant Inquiry Form. All offers of employment are contingent upon a background check. A conviction does not automatically preclude employment; the University assesses the relevance based on case-by-case considerations.
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Department : IMSI Administration The Institute for Mathematical and Statistical Innovation (IMSI) is a mathematical sciences research institute funded by the National Science Foundation. It is managed by the University of Chicago, Northwestern University, the University of Illinois at Chicago, and the University of Illinois at Urbana-Champaign, and is hosted at the University of Chicago. The essential mission of IMSI is to apply rigorous mathematics and statistics to urgent, complex scientific and societal problems, and to spur transformational change in the mathematical sciences and the mathematical sciences community. This mission emphasizes innovation, communication, and broadening participation. IMSI aims to facilitate innovation in the mathematical sciences with awareness of and responsiveness to its interdependence with science and society, focusing on applications of the mathematical sciences and themes that evolve over time. The second element of the vision is a focus on effective communication about the mathematical sciences, helping participants in its programs improve communication with new audiences and potential collaborators. Organizing committees for long programs are expected to plan and implement strategies to facilitate communication among interdisciplinary groups. The third element of the vision is a focus on broadening participation, offering broad avenues of access to IMSI programming and fostering an environment for the fullest possible flourishing of science and people. Job Summary
Responsible for managing the daily operations related to planning and executing IMSI scientific and outreach activities, particularly the event planning team, engagement with organizers and speakers, and overall IMSI operations. Supervises staff to ensure visitors and events align with the institute’s goals. Develops and oversees office procedures and policies, ensures compliance, prepares and monitors the budget, and provides administrative support for the IMSI leadership and staff supervision. Responsibilities
Functions as the IMSI staff leader on operations necessary for successful IMSI scientific events. Leads and supervises a team of professional staff while collaborating with Institute staff and leadership to support departmental priorities. Manages human resource activities for staff, including hiring, orientation, onboarding, performance planning and compensation recommendations, staff development and employee relations, retention in case of departure, and departures. Serves as the leader and main point of contact for program and workshop organizers, communicates with organizers to plan activities, disseminates updates to IMSI staff. Develops and implements relevant policies and procedures and ensures compliance. Creates and maintains email templates for programs, procedures for IMSI activity, and informs staff of University policy changes. Represents the Director, Institute, and University in internal and external correspondence. Builds relationships with diverse stakeholders and develops communication strategies for an international audience of researchers. Coordinates formal invitations, university appointments, visas, and funding for speakers and attendees; works with organizers to find suitable replacements when needed. Collaborates with the IMSI tech team to ensure technology needs are met during events. Responsible for IMSI website updates regarding activities, including registration forms, schedules, and invitations. Develops and executes reporting on all events, including participant demographics, end-of-activity surveys, and feedback. Oversees the Program team to ensure timely invoice payments and visitor reimbursements in compliance with rules and regulations. Responsible for the first draft of the IMSI Annual Report. Handles correspondence with visitors via email and phone, triages inquiries to ensure timely responses. Represents the institute at conferences (e.g., JSM, JMM), plans and staffs outreach booths, and maintains up-to-date marketing materials. Represents IMSI at meetings with the NSF and other mathematics institutes; participates in relevant university meetings. Helps plan agendas and takes notes at listed meetings (NSF visits, IMSI committees, staff meetings, etc.). Supervises timely payment of institute invoices, including subawards and subcontractor expenses. Manages employees by establishing annual performance goals, allocating resources, assessing performance, and determining merits or increases. Manages program operations and administrative functions, which may include planning, scheduling, evaluation, policy implementation, personnel administration, budget, marketing, fundraising, and proposal development. Performs other related work as needed. Qualifications
Education Minimum Qualifications : A college or university degree in a related field. Work Experience : 7+ years of work experience in a related job discipline. Certifications Preferred Qualifications : Master’s degree in a related field. Experience in event planning or operations and providing confidential executive administrative support. Supervisory experience. Experience working in a university environment. Experience overseeing complex operations. Experience working with collaborators from multiple institutions. Technical Skills Advanced experience using basic software applications (e.g., Microsoft Office, Google Docs, email, and calendaring programs). Experience with Wordpress and updating website content and data. Preferred Competencies Strong written and verbal communication in English. Ability to handle complex assignments with ambiguity and minimal supervision. Experience leading administrative process improvements for operational efficiency. Experience handling confidential information with discretion. Strong customer service experience. Experience managing a team. Application Documents
Resume (required) Cover letter (required) List of three references upon request When applying, upload documents via the My Experience page in the section Application Documents. Job Details
Job Family : Administration & Management Role Impact : People Manager Scheduled Weekly Hours : 37.5 Drug Test Required : No Health Screen Required : No Motor Vehicle Record Inquiry Required : No Pay Rate Type : Salary FLSA Status : Exempt Pay Range : $115,000.00 - $130,000.00 The pay range is a good-faith estimate of the compensation offer at the time of posting. Benefits Eligible : Yes The University offers a range of benefits programs and resources for eligible employees. See the Benefits Guidebook for details. 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 identity, gender expression, national or ethnic origin, ancestry, age, disability, or veteran status. For additional information, please see the University's Notice of Nondiscrimination. Reasonable accommodations during the application process can be requested by calling 773-702-5800 or via Applicant Inquiry Form. All offers of employment are contingent upon a background check. A conviction does not automatically preclude employment; the University assesses the relevance based on case-by-case considerations.
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