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Chicago, Illinois, United States • Hybrid
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Manage day-to-day lab operations, including HR processes, procurement, and grant compliance for the Data & Democracy Research Initiative. Provide high-level administrative support to the PI and serve as the primary liaison between the lab and the Data Science Institute.
Requires a college degree and 2-5 years of related work experience. An advanced degree in law, public policy, data science, or social science is preferred along with experience in research university administration.
About the Department
Job Summary
Navigate administrative processes across both the DSI and the Department of Computer Science, and maintain up-to-date knowledge of policies, procedures, and contacts in both units.
Manage all lab-related HR and personnel processes, including appointment paperwork, visiting researcher agreements, and coordination with university HR.
Serve as the point of contact for university partners inquiring about hiring, affiliations, and grant compliance requirements.
Assists with day-to-day operational management of the lab: space, supplies, equipment, facilities coordination, and building access.
Maintain and continuously improve internal systems for scheduling, communications, documentation, and project tracking.
Manage procurement, reimbursements, travel coordination, and vendor relationships in accordance with university and DSI policy.
Ensure the lab calendar, Slack channels, and shared documentation are current and functional.
Responsible for the onboarding process for all new lab members, including RSEs, postdocs, visiting PhD students, predoctoral researchers, and administrative hires.
Coordinate with DSI Facilities and IT for building access, equipment setup, and computing accounts. Track grant budgets and expenditures in coordination with DSI and university sponsored research offices.
Manage grant reporting timelines and ensure compliance with funder requirements.
Support the Research & Partnerships Manager with administrative components of grant submissions.
Provide high-level administrative support to the PI, including calendar management, correspondence, meeting preparation, and follow-up.
Anticipate operational needs and resolve them before they require PI attention.
Prepare briefing materials, agendas, and summaries for internal meetings.
Assists with program budgets and recommendations related to budget.
Sets and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
Analyzes program budgets and recommends or makes budgetary recommendations.
Performs other related work as needed.
Minimum Qualifications
Work Experience:
Certifications:
Preferred Qualifications
Education:
Advanced degree in law, public policy, political science, data science, or social science.
Experience:
Demonstrated experience navigating complex institutional environments with multiple stakeholders.
Direct experience working with both a departmental and an institute or center structure at a research university.
Familiarity with sponsored research administration, grant compliance, or research finance.
Experience with university HR, purchasing, and reimbursement systems (UChicago systems a plus).
Experience managing onboarding and operational support for a transient or high-turnover research environment.
Preferred Competencies
Institutional fluency: able to identify the right person and process in a complex university environment.
Proactive problem-solving: resolves operational issues before they escalate
High organizational capacity: comfortable managing many parallel tasks and stakeholders.
Discretion: handles sensitive personnel, financial, and institutional information professionally.
Service orientation: commitment to social justice, genuinely invested in supporting lab members and enabling the PI’s work.
Strong organizational skills and exceptional attention to detail.
Excellent written and verbal communication skills.
Working Conditions
Standard office environment.
Lift and/or move objects up to 25 lbs.
Walk around campus.
Infrequent evening or weekend work.
Application Documents
Resume (required)
Cover Letter (preferred)
Three Professional References Contact Information (preferred)
The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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.
Frontier research, global impact.
The Becker Friedman Institute for Economics (BFI) serves as a hub for cutting-edge analysis and research across the entire University of Chicago economics community, uniting researchers from the Booth School of Business, the Kenneth C. Griffin Department of Economics, the Harris School of Public Policy, and the Law School in an unparalleled effort to uncover new ways of thinking about economics. We put those ideas into action by translating rigorous research into accessible and relevant formats, and proactively disseminating it to key decision-makers around the world. Read more: bfi.uchicago.edu/about/ Follow us on Twitter: twitter.com/BeckerFriedman Subscribe to our monthly newsletter: bfi.uchicago.edu/subscribe
Offices: 5757 S University Ave., Chicago, IL 60637 , US
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