Assistant Director, STAGE Initiatives and Operations

University of Chicago•Hyde Park, IL

12d•Onsite

About The Position

The STAGE Center and its ambitious and dynamic endeavors are seeking an Assistant Director of STAGE Initiatives & Operations to help drive its next growth phase. Reporting to the Faculty Director of STAGE, the Assistant Director will serve as the key administrative leader, continuously developing, enhancing, and effectively steering and executing STAGE’s operations. This position offers the opportunity to work with a talented team of motivated professionals to drive a uniquely creative interdisciplinary endeavor that fuses science and art, and to interface with diverse scientists, technology experts, and multidisciplinary artists across academia, industry, and the professional arts world. While the Faculty Director ultimately drives the strategic long-term vision, the Assistant Director will implement that vision from the ground up by taking a great deal of initiative; this may include defining delegatory structures, developing processes, and actively participating in executing operational tasks. The successful candidate will have a boots on the ground approach, and their goal will be to help move STAGE’s ever-expanding portfolio of widely varying projects and initiatives, large and small, forward while ensuring that day-to-day operations run smoothly. They will facilitate the Center’s growth, including, but not limited to, new strategic initiatives, grants, and fundraising, building strong relationships with stakeholders, program and project management, and day-to-day operations. The ideal candidate will maintain a big-picture approach to event and project planning with an equal willingness to personally take on tasks to ensure all is executed smoothly and to the highest standard. They will use an advanced level of organizational aptitude and outstanding interpersonal skills to drive work progress and initiative for the Center’s efforts as a whole as well as among staff to help foster a truly collaborative work environment.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Nice To Haves

Bachelor’s degree in the sciences, engineering, or technology.
Master’s degree or PhD a plus.
Working experience in a complex research university environment, national laboratory, medical center, or similar environment.
Demonstrated administrative leadership experience, including a minimum of three years experience involving multidisciplinary efforts.
Successful track record in grantsmanship and manuscript preparation.
Prior experience in event management and planning for large- and small-scale productions/venues.
Maintain event details with an international team asynchronously and varied across time zones.
Demonstrated track record of developing strong relationships with academic researchers, government entities, and/or external partners.
Demonstrated record of working collaboratively and communicating effectively with a variety of constituencies.
Proficiency utilizing a variety of collaborative software platforms, such as Microsoft Office suite, Adobe Creative Suite, Zoom, and Box.
Prior experience in developing processes and filing systems that leverage the dynamic elements of these tools in project planning, budget-creation, etc.
Skilled at learning new software systems, such as project management, financial, databases, website, and graphic design.
Demonstrate a high degree of initiative and motivation as a self-starter and learner; work independently, take direction, and achieve consensus.
Exceptional attention to detail, clarity, and refinement in communications and work products.
Excellent written and verbal communication skills, including grant writing, report writing and presentations.
Outstanding interpersonal skills; collaborative, enthusiastic, diplomatic, and flexible; high level of collegiality working with faculty, staff, and others at all levels of the organization.
Manage uncertainty and develop effective solutions.
Expertise in project planning and management, including crafting and adapting multiparty work plans.
Skilled in tracking tasks and ensuring their completion.
Effectively manage and prioritize multiple competing, high-impact tasks to optimal benefit during high demand periods.
Demonstrate agility and resilience when faced with unexpected changes in priorities.
Anticipate and solve a range of complex problems; work assignments are broad and can be challenging in nature, requiring creativity, originality, and ingenuity.
Proven record of accomplishment as a strong, strategic thinker who approaches challenges with thoughtfulness and drive, and urgency, when appropriate.
Remain calm, courteous, and good-humored, and work productively and efficiently despite challenges and competing and/or changing priorities; must have a positive, can-do attitude.
Manage people and work collaboratively and effectively within a team; lead administratively and organizationally, while also enjoying being the boots on the ground and executing.
Respond promptly, directly, and effectively to internal and external inquiries and requests for service, while managing competing demands.
Manage and forecast budgets responsibly.

Responsibilities

Understands and implements STAGE’s vision, goals, and processes as a Center and as outlined by each endeavor’s creative director. Leads STAGE’s administrative and operational functions accordingly.
Identifies and fills existing gaps and new gaps as they arise along the course of projects.
Researches and sources people, places, things, etc. and generates solutions needed to fulfill the varying requirements of STAGE’s unique projects and endeavors, according to the vision of each.
Helps review and revise project timelines for projects and events.
Researches, identifies, builds, and maintains new and existing partnerships with internal and external people, including faculty, science and art researchers, practitioners, institutions, funding agencies, foundations, and industry to support existing projects and to foster new collaborations and initiatives.
Researches applicable grant opportunities, strategic and creative partners, and avenues for distribution of the Center’s work.
Drafts grant proposals, supporting materials, and other documentation as needed.
Produces the Center’s events, on campus and off, nationally and internationally, in conjunction with the Center’s Program Manager, to bring them to successful fruition.
Develops and implements metrics to measure programming and funding outcomes, particularly in terms of impact.
Identifies and implements new ways to engage PME, UChicago students of all levels and disciplines, and faculty from all disciplines, in STAGE’s projects.
With input from project creative directors, and in line with STAGE’s vision, mission, and work processes, conducts research and landscape analyses for the purpose of a) providing input on strategic directions, and b) finding avenues to cultivate interest in and disseminate the Center’s work; and translates findings into actionable items that can serve these objectives.
Programs and implements a yearly calendar of one-off activities with more focused scopes, such as symposia, readings, workshops, etc., to take place 4-6 times per year and curate appropriate marketing strategies to increase awareness of the Center’s work.
Creates slides, reports, presentations, and similar communications to disseminate information about the Center’s mission and identity; drafts slides, reports, and emails for key audiences, including funding agencies, sponsors, government officials, University administration, etc.; cultivates opportunities for presenting such communications.
Develops and administers project budgets, and recommends or makes budgetary recommendations.
Serves as a key resource for program information.
Resolves problems or questions raised by program staff, University administrators, or other contingencies.
Promotes the organizational culture, one that fosters a commitment to STAGE’s mission, high standards, excellent work, and builds and maintains a collaborative, inclusive, interdisciplinary, and multi-cultural work environment.
Works closely with campus partners and manages STAGE staff.
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.
Perform other work as needed.