Associate Director, Administration, CSEi

University of Chicago • Chicago, IL

44d • $102,000 - $115,000 • Hybrid

About The Position

The University of Chicago Institute for Climate and Sustainable Growth (ICSG) is a groundbreaking effort uniting faculty from across the University to advance society's understanding of our energy and climate future. The Institute combines faculty insights in energy markets and policy, climate systems engineering, and energy technology to produce world-changing ideas while also investing in the next generation of energy and climate thinkers, leaders, and innovators through novel educational programs. The Climate Systems Engineering initiative (CSEi) is a new University-wide research effort seeded in the Physical Sciences Division (PSD) and part of a larger climate and energy focus at the University of Chicago, anchored in the Institute for Climate and Sustainable Growth. CSEi addresses the science, engineering, and policy of new technologies to reduce or reverse the harms from accumulated greenhouse gasses, including open-systems carbon removal, solar geoengineering, and local interventions to slow the melting of glaciers. The initiative spans engineering, physical and biological sciences, social sciences, humanistic approaches, to behavioral science, law, policy and ethics, bringing together a collaborative group of faculty and researchers and leveraging the global network and partnerships of the University. The CSEi seeks a highly skilled Associate Director for Administration to manage a broad range of business operations and academic activities, including academic hiring and human resources, financial tracking and reporting, award programs, faculty support, events, visitors, office procedures and policies, strategic initiatives, research community development, facilities, and program data. This position requires strong initiative, adaptability, problem-solving skills, attention to detail, and excellent interpersonal communication. As part of a growing initiative in an evolving field, this role offers significant opportunities for professional growth and advancement. Reporting to the Executive Director, this role develops program goals and ensures effective delivery within CSEi's mission. The Associate Director works collaboratively with academic departments and University leadership, organizes academic recruitment and onboarding, and may supervise administrative staff.

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 a related field.
• Background working in an entrepreneurial academic unit, complex research institution, or technical business setting with a start-up, fast-paced environment.
• Managing programs in climate, environment, engineering, science, technology, or public policy.
• In-depth knowledge and experience with University of Chicago administrative tools, such as Oracle, Workday, Interfolio, Concur, CBORD, and procedures.
• Lead projects and act as a resource to other team members.
• Proven project management skills, with keen attention to both operational and research details, and efficiently manage multiple projects.
• Excellent written and verbal communication skills, with experience editing and producing written materials for technical and non-technical audiences.
• Highly organized and proactive, anticipate needs, and adapt quickly in a fast-paced, dynamic environment.
• Strong analytical and problem-solving skills, interpret complex data, and provide clear, actionable insights.
• Demonstrated ability to work independently with minimal supervision, as well as collaboratively within diverse, cross-functional teams.
• Comfortable navigating ambiguity and shifting priorities while maintaining focus on key objectives.
• Manage sensitive and confidential situations and information with absolute discretion.

Responsibilities

• Responsible for the search and appointment process, which includes drafting and posting job ads, organizing seminars and faculty visits, scheduling interviews, soliciting confidential letters of recommendation, tracking the review process and updating applications, and collaborating with search committees to prepare case files.
• Works in collaboration with the Institute's human resources staff, to support faculty and staff hiring process including recruitment efforts, visa documentation, organizing onboarding and offboarding, office placement, and training.
• Collaborates with finance teams at the Institute and PSD, determines appropriate account allocation, tracks program costs and internal funding awards, develops financial reports, oversees processes related to procurement and payment of invoices, monitors and reconciles accounts, and provides other financial support.
• Supports Executive Director, Research Director, and CSEi leadership with requests for proposals, award management and reporting, and process improvement.
• Oversees CSEi programming, and coordinates with the Institute's events staff in planning and managing visitors, conferences, workshops, seminars and other events.
• Implements policies and procedures for streamlining workflows, ensures compliance with Institute and UChicago procedures, solves office issues independently and facilitates solutions, while collaborating with the Institute Operations Manager to resolve complex issues.
• Facilitates the growth and interaction of a vibrant multidisciplinary research community and develops partnerships across campus in support of CSEi goals. Supports the resources and activities of CSEi faculty, research professors, research fellows, and postdoctoral scholars.
• Leads coordination with Institute Operations Manager regarding space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
• Coordinates special projects as directed by CSEi leadership.
• Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.
• Works with minimal guidance in space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
• Performs other related work as needed.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Educational Services
• Number of Employees: 5,001-10,000 employees