Department

PSD Astronomy & Astrophysics: Administration

About the Department

The Department of Astronomy and Astrophysics, within the Physical Sciences Division, was founded by George Ellery Hale in 1892. Since its founding it remains one of the most pre-eminent departments in the country, with close ties to physics, and a faculty distinguished by achievements in science and excellence in teaching. One testimony to that history of achievement is the number of NASA missions and observatories that are named after UChicago scientists: the Hubble Space Telescope, Compton Gamma-ray Observatory, Chandra X-ray Observatory, Fermi Gamma-ray Space Telescope, Kuiper Airborne Observatory, and the Parker Solar Probe.

The department offers undergraduate (BA, BS) and graduate (PhD) degrees in Astrophysics and has 32 teaching faculty, in addition to emeriti and research faculty. Faculty, postdoctoral scholars and graduate students share affiliations with the Kavli Institute for Cosmological Physics (KICP), Enrico Fermi Institute, and Argonne and Fermilab National Laboratories, and have developed collaborations that span the globe, with significant partnerships undertaking ambitious projects at the South Pole, in Argentina, Chile and in space.

Job Summary

Reporting to the Department Administrator, The McMahon and Vieregg labs in the Astronomy department of the University of Chicago requires a Lab Administrator who will facilitate the day-to-day operations and management of two research groups. Principal contributions for this position are intellectual, characterized by originality and creativity. The Lab Administrator will need exceptional interpersonal skills for navigating and influencing within a complex environment with varying demands and considerations.

Responsibilities

• Serves as the lead administrator of the two research groups in managing administrative issues such as finances, academic personnel, and communications.
• Assist PIs with coordination of all functions necessary to support a research group.
• Serves as the 'front line' for requests for information from all members of the research groups.
• Collaborates with Departmental and Dean’s office staff to make sure that postdocs are hired and onboarded into the laboratory.
• Maintain and update each research group’s email listserv and website.
• Oversee shipping and receiving for these research groups.
• Coordinate initial orientation for new postdoctoral researchers, students, and other research staff in assigned labs.
• Supervises undergraduate support positions including onboarding, approving time, and directing their work.
• Manages lab safety checklists, schedules, lab duty lists, lab maintenance and cleanup schedules.
• Resolves many office problems independently and facilitates solutions, conferring with the appropriate faculty members to resolve the most complex issues.
• Oversee procurement and the processing of reimbursements, GEMS expense reporting.
• Manage seminar speakers/visitors by arranging travel and visit schedules; manage workshops and collaborative meetings within the research group and with other research groups or researchers.
• Manage PIs’ travel itineraries and related calendar, obtaining appropriate visas, and submitting reimbursements for expenses.
• Create and update content for the Group websites. The websites are critical, as they are the preferred channel for sharing news and results.
• Manage and prioritize with daily task lists via email and be able to respond rapidly during the workday to email, text, phone, and/or verbal requests as these daily priorities evolve and/or change.
• Orders office and laboratory supplies, including chemicals, solvents, and equipment.
• May manage special projects as directed by the PIs.
• Manages equipment procurement & repair, negotiates with vendors, and manage maintenance of laboratory chemical inventory.
• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
• Coordinates special projects.
• Assist and support with department related events and activities as required such as planning, set up, and other related activities as needed. 
• Support day to day operational function of the department (such as copiers, kitchens, coffee stations, and others as required).
• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Has moderate/high levels of interactions with faculty, researchers and staff for committee work or information.
• Performs other related work as needed.

Minimum Qualifications

Education:

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:

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Preferred Qualifications: 

Education:

• A bachelor’s degree in related field.

Experience:     

• Experience working in a university setting, preferably in support of scientific research programs.
• Experience organizing programs and events.

Technical Knowledge or Skills:

• Proficiency in the Microsoft Office Suite, Zoom, and the Google Suite.

Preferred Competencies

• Ability to interact with staff, faculty and students with tact and courtesy.
• Able to categorize and prioritize work activities.
• Able to develop and implement solutions to varied problems.
• Complete numerous activities in a multi-task environment.
• Effectively communicate in both written and verbal format.
• Able to use a personal computer and standard software packages.
• Able to maintain confidentiality.
• Exceptional emotional intelligence, interpersonal skills, and diplomacy.
• Project management skills with experience managing deadlines, managing various stakeholders.
• Strong writing and communication skills, with experience researching and preparing executive-level documents, reports, and presentations.
• Resourceful with the ability to identify needed information.
• Diligence in working with diverse systems and people.
• Ability to learn quickly and adapt.
• Ability to take initiative, organize, and complete projects with minimal supervision.

Application Documents

• Resume (required)
• Cover Letter (preferred)
• References (required)

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

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FLSA Status

Exempt

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Pay Range

$65,000.00 - $75,000.00

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

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.

 

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