Assistant Director of Operations

About the role

The Department Knowledge Lab (KLab) is an interdisciplinary research lab in the Social Science Division (SSD) of the University of Chicago. KLab collaborates with researchers globally and regularly publishes in leading scientific journals. It is directed by Prof. James Evans, Max Palevsky Professor of Sociology and Data Science at UChicago. The lab cultivates a culture of curiosity, creative exploration, and improbable discovery.

Responsibilities

• Design organizational systems that are ideally invisible, partially automated, and continuously improving – e.g. building on KLab’s AI Virtual Assistant (Chorus) to automatically answer questions about lab operations and research.
• Takes a systems perspective to operations: identify patterns in individual needs, develop organization-wide solutions, and create processes that get things done efficiently without generating unnecessary bureaucracy.
• Own the pipeline from needs to fast solutions, including keeping operational tickets organized and ensuring nothing falls through the cracks.
• Dig into operational challenges where others give up — using experience, good judgment and skill to identify institutional solutions to complex problems.
• Anticipate operational needs before they become problems, and develop proactive solutions without waiting for direction.
• Identify and implement automation opportunities for routine administrative tasks — including potential integration with KLab’s AI system (Chorus) — freeing researchers to focus more on discovery.
• Maintain real-time HR dashboards of people, contract renewal dates, visas, and onboarding/offboarding status, so the lab can act proactively and staff have foresight.
• Serve as the lab’s primary liaison to work with university partners on visa sponsorship, immigration issues, and support for the lab’s substantial international community.
• Manage post-award operations in close collaboration with project managers: track spending against budgets, prepare financial reports, and flag issues before they become problems.
• Provide operational supervision and support for KLab events and special initiatives (e.g. conferences, summer institutes, workshops).
• Manage the design of KLab’s Chorus AI Assistant from an operational perspective, e.g. by linking HR and financial dashboard information to Chorus and helping it answer administrative questions.
• Develops and executes 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.
• Works with minimal guidance in space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.

Qualifications

• Minimum requirements include a college or university degree in related field.
• Knowledge and skills developed through 5-7 years of work experience in a related job discipline.
• Education: Master’s degree.
• Experience: 5-7 years of progressively responsible experience in business, research, or academic operations and administration.
• Facility with spreadsheets, reporting tools, and data visualization for operational decision support.
• Comfort learning and using new technologies, including AI-enabled systems and workflow automation tools.
• Managerial experience.
• Exercises excellent judgment in balancing creativity, compliance, and practicality.

Skills

• Systems thinker and designer: Takes a systems perspective and sees connections across people, processes, timelines, and resources.
• Self-starter with top-tier self-organization: Demonstrates strong ownership, urgency, and follow-through.
• Creative problem-solver: Solves problems resourcefully and moves work forward in situations that may be ambiguous or evolving.
• Good communicator: Communicates clearly and professionally with a wide range of internal and external stakeholders.
• Team player: Works independently while also contributing positively to a highly collaborative team.
• Burdens of trust through discretion, reliability, humility, and responsiveness.
• Embodies a research culture that values curiosity, experimentation, and continuous improvement.

Benefits

• Drug Test Required No
• Health Screen Required No
• Motor Vehicle Record Inquiry Required No
• Pay Rate Type Salary
• FLSA Status Exempt
• Pay Range $85,553.35 - $110,716.10