Program Administrator

About the role

The Data Science Institute at the University of Chicago supports emerging efforts in data science and AI across the University. The Program Administrator will support the Eric and Wendy Schmidt AI in Science Postdoctoral Fellowship program, focusing on strategic program management, faculty and committee coordination, postdoctoral fellow support, event planning, stakeholder engagement, and administrative operations.

Responsibilities

• Collaborate with the Director of AI + Science and faculty leadership to develop, implement, and evaluate programmatic activities, timelines, deliverables, operational frameworks, and performance metrics to achieve grant objectives.
• Carefully coordinate and support faculty engagement and committee activities, including the Executive Committee and the Mentoring & Advising Committee, by preparing agendas, facilitating communications, tracking fellow progress, compiling reports, and implementing committee decisions.
• Plan, coordinate, and oversee program events and activities, such as weekly postdoctoral meetings, seminar series, summer schools, retreats, hackathons, and community engagement initiatives.
• Serve as the primary liaison for Postdoctoral Fellows, coordinating support and resources across university offices (Dean’s Offices, Office of International Affairs, Human Resources) and assisting fellows with programmatic planning and professional development activities.
• Collaborate with the Data Science Institute and other campus partners to develop and implement synergistic research and training initiatives.
• Serve as the primary point of contact with Schmidt Sciences regarding program approvals, reporting, and programming activities.
• Communicate program updates, outcomes, and key information to internal and external stakeholders.
• Perform administrative and operational functions, including procurement, reimbursements, invoice processing, meeting logistics, catering, and other related duties as assigned.

Requirements

Minimum requirements include a college or university degree in related field and 2-5 years of work experience in a related job discipline. Knowledge and skills developed through these experiences are preferable, including familiarity with postdoctoral scholar programs, university research structures and requirements, career mentorship in academia, and technical skills or knowledge of higher education and/or nonprofit organizations.

Qualifications

• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Demonstrates the ability to work independently, while also demonstrating the ability to work collaboratively with various stakeholders.
• Has attention to detail and commitment to excellence.
• Demonstrates success working with diverse communities.
• Exhibits excellent written and oral communication, including emails, written reports, and slide presentations.
• Handles multiple projects and deadlines while maintaining a high level of work quality.
• Displays excellent organizational and leadership skills.
• Exhibits demonstrated success in managing large, complex projects.
• Demonstrates the ability to solve complex problems, independently troubleshoot, and deliver results in fast-paced, ambiguous environments.
• Shows demonstrated success in research, scientific, and/or academic program support.

Skills

• Knowledge of higher education and/or nonprofit organizations.

Benefits

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.

Pay

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

Schedule

Scheduled Weekly Hours 37.5