Operations Specialist

About The Department

The Pritzker School of Molecular Engineering (PME) was established in May 2019 and evolved from the Institute for Molecular Engineering, founded in 2011. The PME integrates science and engineering to address global challenges from the molecular level up. The PME’s rigorous academic and research programs are made possible through the University of Chicago’s unique partnership with Argonne National Laboratory. The Pritzker School of Molecular Engineering is the first new school at the University of Chicago in three decades and the first school in the nation dedicated to molecular engineering. In the next phase of growth as a School, the PME will continue to expand its team of world-class faculty researchers and empower students from diverse backgrounds to collaborate with faculty in cutting-edge facilities. The PME aims to bring solutions for urgent societal problems to the forefront, while training the next generation of scientific leaders and entrepreneurs.

Job Summary

The Operations Specialist is responsible for delivering exceptional customer service and administrative support to the designated institute. Reporting to the Institute Manager, this position manages the daily operations of the Institute, including events management, purchasing and reimbursements, and a wide range of general administrative tasks for faculty, staff, postdoctoral fellows, and PhD students. The Operational Specialist demonstrates professionalism, strong customer service skills, and a commitment to the mission, vision, and values of the Pritzker School of Molecular Engineering. This role requires independent judgment, discretion, and the ability to provide high-level confidential administrative support to senior faculty and leadership while navigating complex workflows and time-sensitive tasks. This position requires regular onsite presence for a minimum of 3 days a week. Business hours are considered from 7am-7pm. Evening and weekend work may be required on occasion for events or other work-related activities.

Responsibilities

• Manages and executes administrative support for the Institute, including but not limited to, calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts.
• Responsible for reviewing, processing, and tracking financial transactions such as GEMS expense reports, reimbursements for visitors/graduate students/postdocs, and paying departmental invoices to vendors using GEMS card, Oracle, etc.
• Provides high-level events management for Institute colloquia, special seminars, and other events as needed by senior staff and faculty. This includes assistance with travel arrangements for speakers, coordinating the agenda for the visit, chaperoning the visitor, planning receptions, processing related reimbursements through gems, and advertising and distributing related announcements to ensure a well-attended event.
• Collaborates with senior staff and faculty to coordinate and execute logistical aspects for scheduling meetings, off-site events, and team initiatives, training, development, recognition, and other organizational goals. Follows up on pending items without guidance.
• Solves routine and complex inquiries. Refers inquiries to the appropriate person and follows up to ensure complete and timely responses.
• Exercises professional judgment to interpret and communicate office policies and procedures.
• Updates and maintains faculty members’ CVs (publication/bio-sketch, and other Information) on a quarterly basis, as federal and non-federal granting agencies require, in coordination with URA/SPS.
• Tracks and helps drive completion of key deliverables and follows up on outstanding items.
• Prepares write up recommendations for operational and administrative problems and prepares financial and administrative reports.
• Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts.
• Performs other related work as needed.

Education

• Minimum Qualifications: Vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
• Work Experience: 3+ years of progressively responsible business and administrative experience is preferred. Background working within an academic or complex administrative environment. Familiarity with the higher education environment is a plus. Background as an executive assistant or program manager in an academic environment or healthcare executive setting is a plus.

Experience

• Scheduling for multiple leaders, preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.
• Preparing presentation decks for executive and academic leadership.
• Reconciling budgets, tracking expenses, and providing timely updates on office expense management, including monthly and quarterly tracking reports.

Technical Skills Or Knowledge

• Proficient in project management methodologies.
• Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.

Preferred Competencies

• Handle highly confidential and sensitive materials and situations.
• Interact comfortably with senior executives, faculty, and staff.
• Develop collaborative relationships within PME and throughout the University community.
• Represent the mission, values, and strategic plan of the organization and leaders through work products, efforts, and communication.
• Manage and organize ad hoc projects to support processes and workflows.
• Work independently and follow up with tasks assigned by the Institute Manager.
• Work independently and follow up with tasks as needed.