Assistant Director of Operations

University of Chicago•Hyde Park, VT

3d•$85,553 - $110,716•Onsite

About The Position

The Knowledge Lab (KLab) at the University of Chicago's Social Science Division (SSD) is an interdisciplinary research lab focused on artificial intelligence, complex systems, computational science, and the science of ideas and innovation. KLab collaborates globally and publishes in top-tier venues. The lab fosters a culture of curiosity and creative exploration. A current initiative, Chorus, is an AI Assistant that the Assistant Director of Operations could integrate with operational information and dashboards. This role is crucial for managing lab operations, answering team member queries, onboarding new staff, and assisting project managers with finances and deliverables. The Assistant Director of Operations will serve as the operational backbone of the lab, bringing enthusiasm for KLab's mission and the creativity to enhance operational and administrative systems through automation, problem-solving, technology leverage, and system building. This is not a conventional administrative role; it requires a genuine passion for building the operational infrastructure of a world-class research lab in innovative ways.

Requirements

College or university degree in a related field.
5-7 years of work experience in a related job discipline.
Knowledge of operational and administrative processes related to finance, HR, and planning.
Facility with spreadsheets, reporting tools, and data visualization for operational decision support.
Comfort learning and using new technologies, including AI-enabled systems and workflow automation tools.
Managerial experience.
Excellent judgment in balancing creativity, compliance, and practicality.
Systems thinker and designer: Takes a systems perspective and sees connections across people, processes, timelines, and resources.
Self-starter with top-tier self-organization: Demonstrates strong ownership, urgency, and follow-through.
Creative problem-solver: Solves problems resourcefully and moves work forward in situations that may be ambiguous or evolving.
Good communicator: Communicates clearly and professionally with a wide range of internal and external stakeholders.
Team player: Works independently while also contributing positively to a highly collaborative team.
Builds trust through discretion, reliability, humility, and responsiveness.
Embodies a research culture that values curiosity, experimentation, and continuous improvement.

Nice To Haves

Master’s degree.
5-7 years of progressively responsible experience in business, research, or academic operations and administration.

Responsibilities

Design organizational systems that are ideally invisible, partially automated, and continuously improving, potentially by integrating with KLab’s AI Virtual Assistant (Chorus) to answer operational questions.
Take a systems perspective to operations, identifying patterns in individual needs, developing organization-wide solutions, and creating efficient processes without unnecessary bureaucracy.
Own the pipeline from needs to fast solutions, organizing operational tickets and ensuring nothing falls through the cracks.
Address operational challenges resourcefully, using experience, good judgment, and skill to find institutional solutions to complex problems.
Anticipate operational needs and develop proactive solutions without waiting for direction.
Identify and implement automation opportunities for routine administrative tasks, potentially integrating with KLab’s AI system (Chorus), to free up researchers' time for discovery.
Design and maintain automated financial reporting systems for real-time visibility across multiple grants to support resource allocation and staffing decisions.
Monitor budgets, manage expenditures, and ensure compliance with grant and institutional requirements.
Conduct basic analysis and visualization of operational and financial data to surface insights and drive continuous improvement.
Partner with SSD offices to coordinate fast-paced onboarding of postdoctoral researchers, staff, students, and visiting scholars, navigating university systems and immigration requirements.
Maintain real-time HR dashboards of people, contract renewal dates, visas, and onboarding/offboarding status.
Serve as the lab’s primary liaison for visa sponsorship, immigration issues, and support for the international community.
Serve as the lab's primary operational point of contact for research proposals, coordinating submissions with researchers, administrators, and university pre- and post-award offices.
Develop and maintain internal systems (e.g., integrated with Chorus) to provide a real-time overview of the lab's grants.
Manage post-award operations in collaboration with project managers, tracking spending, preparing financial reports, and flagging issues.
Assist in communicating KLab’s research, teaching, and service achievements internally and externally.
Draft and coordinate internal lab announcements and other communications.
Provide operational supervision and support for KLab events and special initiatives.
Manage the design of KLab’s Chorus AI Assistant from an operational perspective, linking HR and financial data.
Develop and execute the organization's operational and strategic plan using best practices.
Develop and implement relevant policies and procedures and ensure compliance.
Plan, develop, analyze, and manage the budget, including multi-year forecasts.
Oversee the preparation and management of grant and contract proposals, ensuring compliance.
Develop financial reports and assist with seeking funding for grants.
Work with minimal guidance on space, facilities, and equipment, including renovations, moves, and maintenance.
Perform other related work as needed.