Operations Specialist

University of Chicago; Chicago (IL); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Comprehensive benefits package

Paid time off

Retirement plans

Job summary

The University of Chicago is seeking an Operations Specialist to provide high-level administrative support to the PME Quantum Institute. This role manages operations including events, purchasing, and daily administrative tasks. Candidates should have significant experience in customer service and administrative roles, demonstrating the ability to handle sensitive tasks and support senior faculty.

Preferred candidates will hold a bachelor's degree and have experience in academic or complex environments. This position offers a salary range of $65,000 - $75,000 based on qualifications.

Qualifications

• 7+ years of experience in related roles.
• Experience in a complex administrative environment is preferred.

Responsibilities

• Manage administrative support for the Institute.
• Review financial transactions and reimbursements.
• Coordinate events and meetings for the Institute.
• Resolve inquiries and update faculty CVs.
• Prepare financial and administrative reports.

Skills

Customer service

Administrative support

Project management methodologies

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Education

Bachelor's degree

Job description

About The Department

Department: PME Quantum Institute Operations. 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. Through the University of Chicago’s partnership with Argonne National Laboratory, the PME offers rigorous academic and research programs. As the first new school at the University of Chicago in three decades and the first school in the nation dedicated to molecular engineering, the PME expands its faculty and empowers students from diverse backgrounds to collaborate in cutting‑edge facilities, bringing solutions for urgent societal problems 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 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 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. Regular onsite presence is required for a minimum of 3 days a week; business hours are 7 am‑7 pm, with occasional evening or weekend work for events or other related activities.

Responsibilities

• Manages and executes administrative support for the Institute, including calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts.
• Reviews, processes, and tracks financial transactions such as GEMS expense reports, reimbursements for visitors/graduate students/postdocs, and pays 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, including travel arrangements for speakers, agenda coordination, visitor chaperoning, reception planning, reimbursement processing, and event promotion.
• Coordinates and executes logistical aspects for scheduling meetings, off‑site events, and team initiatives, training, development, recognition, and other organizational goals, following up on pending items without guidance.
• Resolves 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.
• Prioritizes and determines the appropriate course of action, referral, or response, exercising judgment to reflect UChicago/PME policy 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.
• Coordinates special projects as directed by the leader, including managing a portion of the leader’s budget, monitoring and reconciling accounts, and preparing financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications

• Vocational training, apprenticeships, or equivalent experience in a related field (four‑year degree not required).
• Knowledge and skills developed through 7+ years of work experience in a related job discipline.

Preferred Qualifications

Education

• Bachelor’s degree.

Experience

• 3+ years of progressively responsible business and administrative experience.
• 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.
• 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.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• Professional References Contact Information (3) (required)

Job Details

• Job Family: Administration & Management
• Role Impact: Individual Contributor
• 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: $65,000.00 – $75,000.00
• Benefits Eligible: Yes – The University offers a wide range of benefits programs and resources, including health, retirement, and paid time off. Information is available in the Benefits Guidebook.

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.

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.

All offers of employment are contingent upon a background check that includes a review of conviction history.