Assistant Director of Operations - Chicago, United States - The University of Chicago

The University of Chicago
The University of Chicago
Verified Company
Chicago, United States

3 weeks ago

Mark Lane

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Mark Lane

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Description
Department

Harris School Pearson Institute Sub Group

About the Department


At The Pearson Institute for the Study and Resolution of Global Conflicts and The Pearson Global Forum, we are examining societies and people fractured by conflict.

We are asking empirically relevant questions. We are employing rigorous research methodologies. And by collaborating with partners and policymakers, we can inform public policy.

Our goal is simple but ambitious:
to reduce human suffering and create a world more at peace.

Job Summary


Reporting to the Institute Director, the Assistant Director of Operations will work in coordination with staff and faculty of The Pearson Institute to manage the budget, internal and external communications and social media, as well as general administrative tasks.


Responsibilities:


  • Financial Management of The Pearson Institute
  • Manages and executes on the annual budget of The Pearson Institute
  • Providing monthly reports to the Institute Director and collaborating with staff to ensure all costs are projected and accounted for
  • Provides monthly reports to Pearson RA's, professors, and grant awardees
  • Provides quarterly reports for review with the Harris Finance Department
  • With the Institute Director, creates and prepares a projected budget for the upcoming fiscal year each spring and a final yearend budget each fall for the fiscal year just closed
  • Write budget review with Institute Director
  • Writes budget narrative and provides budget narrative and budget updates for donors
  • Annual Grant Administration through the Pearson Research and Innovation Fund
  • Administers the annual RFP process for the Pearson Institute Research and Innovation Fund
  • Publishes the annual call for proposals, including identifying relevant departments and listservs on campus
  • Organizes submissions and prepare for the Institute Director to review.
  • Facilitates award transfers
  • Manages stewardship and reporting process
  • Coordinates with awardees for social media reporting
  • Communications and Marketing
  • Oversees the monthly newsletter, including managing, drafting and distribution
  • Creates content, update relevant information, drafts news and research blurbs for the newsletter
  • Monitor social media current events and launch new sites
  • Onboards teammates and interns/student workers on the sites
  • Creates and implement social media marketing plan
  • Track relevant social media metrics and create reports for the team
  • Create campaigns to promote research and work by Affiliates/Associates/Professors and The Pearson Institute
  • Track all relevant media mentions including for Pearson Professors, faculty affiliates, associates, and general Institute mentions
  • Monitoring content that changes occasionally, writing and editing copy for the website
  • Updates website sections including research, news, faculty affiliates and associates, and more
  • Pearson Discussion Paper Series Research Administration
  • Oversees the Pearson Institute Discussion Paper Series
  • Tracks Discussion Paper series and regularly updates website and tracker
  • Solicits papers from Professors, Faculty Affiliates and Associates
  • Regularly check to ensure working papers haven't been published
  • Support for Pearson Institute Director
  • Supports with hiring RAs, Pre-Docs, and other visitors
  • Managing desk assignments and general support for the RAs, Pre-Docs, and NDVS
  • Reconciling GEMS expenses, supporting financial transfers for conferences and research
  • Submitting Letter of Recommendation on behalf of the Institute Director
  • Manages U Chicago Voices website
  • Assists in other tasks as needed
  • Events
  • Provides dayof event support, including technical support, support running CVENT, etc.
  • Creates and promotes social media content related to events.
  • Research and advise on speakers for events
  • Creates and implement social media marketing plan
for the Forum
  • Provides day of support
  • Manages vendor contracts and liaise with central finance when needed
  • Administrative
  • Manages Pearson Institute office space, including workstation and office assignments for ongoing and temporary employees, affiliated researchers, and students
  • Ensure seamless coordination with Harris Public Policy and other key partners across campus, and with external partners
  • Provides support to the student interns
  • Analyzes program budgets and recommends or makes budgetary recommendations
  • 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:
  • Preferred Qualifications

Education:


  • Bachelor's degree in a field relevant to the research and policy areas of The Pearson Institute (e.g. humanities, social sciences, etc.)
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