Program Administrator

Biological Sciences Division at the University of Chicago

Chicago (IL)

On-site

USD 65,000 - 80,000

Full time

14 days+

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Job summary

Biological Sciences Division at the University of Chicago is seeking an experienced Program Administrator to provide comprehensive administrative and financial support to both the Darwin Cluster and the Dean of Students Office. You will manage reimbursements, travel, purchasing, awards, and NDVS admissions tracking, communicating with students, vendors, and faculty.

The role reports to the Darwin Cluster Director and the Dean of Students, with a salary range of $65,000–$80,000 and a 40-hour work

Qualifications

Bachelor's degree in a related field.
2–5 years of administrative or program coordination experience.
Experience with Oracle purchasing and/or expense reconciliation.
Experience with Microsoft Office Suite, database management, and electronic tracking systems.

Responsibilities

Process reimbursements and payments for current students and prospective student recruits.
Book student travel and process other pre-approved purchasing requests (including Oracle purchasing).
Bill and invoice vendors.
Reconcile GEMS expenses.
Assist the Darwin Cluster Director with special events including admissions, orientation, and retreats and serve as back-up for student dissertation defenses.
Oversee the full lifecycle of student awards from the Dean of Students Office and the Darwin Cluster program awards.
Manage the NDVS individual and program admissions and financial aid processing including NDVS application review and processing and NDVS quarterly tracking.
Serve as the project lead for student reimbursement tracking for the Division.
Manage Dean’s Council approval, purchasing, and reimbursement requests for all programs.
Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
Analyzes program budgets and recommends or makes budgetary recommendations.
Performs other related work as needed.

Skills

Attention to detail

Project management

Problem solving

Independent and collaborative work

Multitasking

Confidentiality

Education

Bachelor's degree in related field

Tools

Oracle Purchasing

Microsoft Office Suite

Database management

Electronic tracking systems

Job description

About The Department

The University of Chicago biomedical enterprise houses three entities: the Biological Sciences Division (BSD), the University of Chicago Medicine (UCM), and the Pritzker School of Medicine. Collectively called UCM, we are one of the nation's leading academic medical institutions and have been at the forefront of discovery, education, and clinical care since 1927. Located 20 minutes south of downtown Chicago, our Hyde Park main campus provides a single environment for learning, world-renowned basic science and clinical research, and outstanding clinical care.

Department

BSD MST - RA Type A/B

The BSD Is The Largest Academic Unit Within The University. The BSD Is Comprised Of Faculty From Ten Basic Science Departments, 13 Clinical Departments, And Several Centers And Institutes. The Approximately 1,300 Faculty And 3,000 Staff Members Working In The BSD Collaborate Across The Organization To Achieve Our Mission, Vision, And Values (MVV)

MISSION: As part of the University of Chicago, we pursue globally impactful solutions to seemingly unsolvable challenges. Through our rigorous research, innovative education, and comprehensive care and healing, we collaborate on life-changing advancements that create meaningful results for our community and the world, including a greater, more equitable future for all.

VISION: Together, we elevate the human experience with knowledge and health care.

Values

Commit to Excellence: We contribute our exceptional talents to all we do and empower the same spirit of excellence in others.
Embrace Curiosity: We stay open to new ideas, champion diverse perspectives, and drive a culture of thoughtful risk‑taking to deliver transformative innovation.
Embody Equity: We identify systemic issues and then foster change to drive a more equitable environment inclusive of diverse people, ideas, and fields of science.
Grow Together: We meaningfully collaborate with one another to create something bigger than we could ever achieve alone.
Make a Difference: We lead with heart and compassion in all our interactions. We create positive change in our areas of influence, whether expanding scientific inquiry, developing the next generation of leaders, or healing our community.
Take Ownership: We accomplish what we say we will and hold ourselves and one another accountable for our actions.

Job Summary

This position is responsible for providing comprehensive administrative and financial support to both the Darwin Cluster and the Dean of Students Office. The Program Administrator manages a wide variety of support including but not limited to: student reimbursements, travel, purchasing, awards processing, NDVS admissions tracking, and maintains critical communication with students, vendors, and faculty. The position will play a key role in facilitating operations across both areas. This position has a dual reporting role to the Director of the Darwin Cluster and the Dean of Students.

The University of Chicago uses AI‑assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

Responsibilities

Process reimbursements and payments for current students and prospective student recruits.
Book student travel and process other pre‑approved purchasing requests (including Oracle purchasing).
Bill and invoice vendors.
Reconcile GEMS expenses.
Assist the Darwin Cluster Director with special events including admissions, orientation, and retreats and serve as back‑up for student dissertation defenses.
Oversee the full lifecycle of student awards from the Dean of Students Office and the Darwin Cluster program awards.
Manage the NDVS individual and program admissions and financial aid processing including NDVS application review and processing and NDVS quarterly tracking.
Serve as the project lead for student reimbursement tracking for the Division.
Manage Dean’s Council approval, purchasing, and reimbursement requests for all programs.
Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
Analyzes program budgets and recommends or makes budgetary recommendations.
Performs other related work as needed.

Education

Minimum Qualifications

Minimum requirements include a college or university degree in related field.

Work Experience

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications

Preferred Qualifications

Experience

2+ years administrative or program coordination experience strongly preferred.
Experience with Oracle purchasing and/or expense reconciliation is strongly preferred.
Experience with Microsoft Office Suite, database management, and electronic tracking systems.

Preferred Competencies

Attention to detail and high level of accuracy.
Strong project management skills.
Strong problem‑solving skills.
Ability to work independently and collaboratively within a team.
Proven ability to manage multiple priorities and meet deadlines.
Ability to maintain confidentiality in handling sensitive information.

Working Conditions

Office Environment.
Weekend/Evening Hours: As needed.

Application Documents

Resume (required)
Cover Letter (preferred)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$65,000.00 - $80,000.00

Benefits Eligible

Yes

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.

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, 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. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case‑by‑case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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