Department

PSD Data Science: NITMB Group

About the Department

The Data Science Institute (DSI) at the University of Chicago was established to support the development of emerging efforts in data science and artificial intelligence across the University. The staff in the Data Science Institute supports the University’s community of scholars, their shared ideals, and the core values that make the University a singular intellectual destination. Together with the University's deans and department chairs, the Data Science Institute provides the opportunities, infrastructure, and resources that encourage our faculty and other scholars to pursue their finest work. We are part of the Physical Sciences Division, which includes departments and several interdisciplinary research institutes and centers.

Job Summary

We are seeking a highly organized, adaptable, and proactive Senior Administrator for the Willett Research Group. Reporting directly to Rebecca Willett, Worah Family Professor in the Wallman Society of Fellows and the Departments of Statistics and Computer Science, and Director of AI for the Data Science Institute, the ideal candidate will offer comprehensive, high-level administrative management and oversight for her research operations, ensuring seamless and efficient operation of all functions for the Willett Research Group. The Senior Administrator role will be to help move a portfolio of cutting-edge programs forward while ensuring that day-to-day operations run smoothly for Professor Willett and her team, including the National Institute for Theory and Mathematics in Biology, the AI Institute for the Sky, and the Eric and Wendy Schmidt AI and Science Fellowship. The Senior Administrator will serve as a liaison representing Professor Willett in internal and external verbal, written, and in-person communications on high-level and confidential topics. This role will organize, track, and manage a wide range of innovative programs to ensure operational excellence for the Willett Research Group. This role may include supervising other administrative support and coordinating all efforts that align with the strategic goals of the Willett Research Group.

Responsibilities

• Manages the administrative operations of Professor Willett’s complex academic, research, and administrative commitments.
• Create top-level budgets to guide PI/Co-PI in determining budget requests and division between project components and institutions.
• Researches and drafts complex presentations and reports for Professor Willet with a focus on developing content for slides, proposals, annual reports, and other public-facing platforms. Also serves as a thought and writing partner in early-stage proposal submission development, including vision and thematic development.
• Represents the group to multiple constituents, including University leadership, administrative units, external partners, philanthropic organizations, and individual donors.
• Develop and execute processes for timely reporting on large-scale grants, projects, and strategic initiatives.
• Leads and manages complex projects and initiatives, developing detailed project plans, timelines, deliverables, and success measures; convenes and facilitates project meetings, and ensures timely follow-up with partners and stakeholders throughout the project lifecycle.
• Oversees the development and running of programs and conferences in which the Faculty Director may be involved.
• Oversees and guides the planning and implementation of large events, including public lectures, conferences, workshops, and bootcamps.
• Shares supervisory responsibility (i.e., “dotted line reports”) for relevant programs.
• Monitors and handles sensitive internal and external communications, ensuring professionalism and confidentiality.
• Serves as the 'front line' for requests for information from members of the Willett Research Group. Leads internal communications and project-wide email correspondence to ensure clarity, coordination, and follow-up across teams.
• Develops processes and systems to organize and manage high-priority meetings with faculty, administrators, research partners, and external stakeholders including developing agendas and meeting materials and organizing logistics.
• Manages speaking and media requests for domestic and international events, including screening and accepting requests.
• Ensures excellent service and high-level business support delivery. Manages, evaluates, and improves upon standard policies and practices. May include the execution of new business metrics and processes.
• Develops and maintains centralized documentation systems (e.g., shared drives, trackers, templates) to support project efficiency and reduce duplication.
• Support donor and sponsor engagement by coordinating briefings, follow-up emails, and materials preparation in collaboration with relevant teams.
• Manage day-to-day project workflows, ensuring on-time task completion, accountability tracking, and responsiveness to evolving needs.
• Responsible for purchasing necessary goods and services, following University policies and procedures, and assists Professor Willett in managing spending and oversees purchasing and reimbursements, working closely with the financial administrator to ensure appropriate account allocation.
• Support internal operations by implementing practical systems and templates that enhance team coordination and reduce manual effort.
• Engages in high levels of interactions with faculty, researchers, and staff for committee work or information.
• Organizes events, such as seminars and faculty visits, including arranging travel, communicating with the visitors, serving as the first point of contact, and preparing communication materials for the event.
• Uses in-depth knowledge and experience to administer the delivery of services to program participants and/or beneficiaries such as communicating with programs sponsors and academic advising for undergraduate students.
• Develops and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate. 
• Has a deep understanding when interacting 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 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications 

Education:

• Graduate degree.

Experience:     

• Administrative experience, with at least 2 years in a supervisory or managerial role.
• Demonstrated experience in higher education or high-level executive settings.
• Background working in program development, project management, event planning, directing operations, administration, communications, and editing.

Technical Knowledge or Skills:

• Advanced proficiency with Google Docs, Slack, Keynote, and Microsoft Office Suite.
• Proficiency in various collaboration tools, including Overleaf.
• Ability to craft an initial budget and fine-tune according to input.
• Experience with project management software, including ClickUp.

Preferred Competencies

• Demonstrated analytical and problem-solving skills with an aptitude for working with quantitative data and interpreting/translating findings.
• Demonstrated commitment to high standards of excellence and ethics.
• Demonstrated success in fast-paced, deadline-driven environments.
• Demonstrated ability to solve complex problems, independently troubleshoot, and deliver results in fast-paced, ambiguous environments.
• Exercises sound judgment, discretion, and ability to navigate high matrixed organizations.
• Exceptional emotional intelligence, interpersonal skills, and diplomacy.
• Project management skills with experience managing deadlines, managing various stakeholders, and the ability to understand and address interdependencies and competing preferences.
• 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.

Working Conditions

• In-person, with an option for one day per week of remote work after an acclimation period.

Application Documents

• Resume (required)
• Cover Letter (required)
• 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

$90,000.00 - $110,000.00

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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