Director of Operations

University of Chicago • Hyde Park, VT

4d • $115,000 - $130,000

About The Position

Responsible managing the daily operations related to planning and executing IMSI scientific and outreach activities, particularly the event planning team, engagement with organizers & speakers, and overall IMSI operations. Supervises staff to ensure that visitors and events are executed in alignment with the institute’s goals. Develops and oversees the implementation of office procedures and policies and ensures compliance. Prepares and monitors the budget. Manage all administrative support for the leadership of IMSI and supervision of institute staff.

Requirements

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
• Resume (required)
• Cover letter (required)
• List of three references upon request

Nice To Haves

• Master’s degree in a related field.
• Experience in event planning or operations and providing confidential executive administrative support.
• Supervisory experience.
• Experience working in a university environment.
• Experience overseeing complex operations.
• Experience working with collaborators from multiple institutions.
• Advanced experience using basic software applications (e.g. Microsoft Office Suites, Google Docs, email and calendaring programs).
• Experience with Wordpress and working within a website to add content and data.
• Demonstrated experience composing, editing, and proofing written language for professional communication in the English language.
• Demonstrated experience successfully accomplishing complex assignments with ambiguous requirements and minimal oversight and supervision needed.
• Demonstrated experience initiating and successfully leading administrative process improvements that resulted in operational efficiencies.
• Demonstrated experience handling confidential information with a high degree of discretion.
• Strong customer service experience.
• Experience managing a team.

Responsibilities

• Functions as the IMSI staff leader on the operations necessary for the successful outcome of IMSI’s scientific events.
• Leads and supervises a team of professional staff while collaborating with Institute staff and leadership to support departmental priorities.
• Manages human resource activities for staff employees including hiring, orientation, onboarding, performance planning and compensation recommendations, staff development and employee relations, staff retention in the situation of possible departure, and staff departures.
• Serves as the leader and main point of contact for program and workshop organizers.
• Communicates with organizers to plan activities and bring their vision to life.
• Disseminates necessary updates to the IMSI staff.
• Develops and implements relevant policies and procedures and ensures compliance.
• Creates, updates, and maintains email templates for programs.
• Creates, updates, and maintains procedures related to all IMSI activity.
• Keeps staff informed of any University policy changes.
• Represents the Director, Institute, and University well in all internal and external verbal, written, and in-person correspondence.
• Build relationships with a diverse set of stakeholders and collaborators.
• Develops and implements communication strategies with an international audience of researchers.
• Coordinates formal invitations, university appointments, visas, and funding to speakers and other activity attendees and work with organizers to find suitable replacements when needed.
• Works with IMSI tech team to ensure all technology needs are met during events.
• Responsible for IMSI website updates regarding activities, including registration forms, activity schedules, and invitations.
• Develops and executes reporting on all events including participant demographics, end-of-activity surveys, and participant feedback.
• Oversees Program team to ensure all institute invoice payments and visitors reimbursements are timely, and in compliance with relevant rules and regulations.
• Responsible for the first draft of the IMSI Annual Report.
• Correspondence with visitors over email and by phone, answering visitor inquiries and triage with team on group inboxes to ensure that all emails receive an appropriate response.
• Represents the institute at conferences such as the Joint Statistics Meeting (JSM) and Joint Mathematics Meeting (JMM).
• Plans and staffs outreach booths as needed.
• Promotes the institute to conference attendees.
• Ensure marketing materials such as flyers and swag are up to date.
• Represents IMSI at meetings with the NSF, other mathematics institutes, and within the university.
• Helps plan agenda and take notes at the following meetings: NSF visits, IMSI Advisory Board, IMSI Science Committee, IMSI Executive Meeting, IMSI Administrative meeting, IMSI staff meeting, etc.
• Supervises the payment of all institute invoices in a timely manner, including subaward payments, hotel payments, and payments to other institutions for allowable expenses.
• Manages employees by establishing annual performance goals, allocating resources, assessing annual performance, and determining individual merits, incentive and/or promotional increases.
• Manages program operations and administrative functions which may include planning and scheduling, program evaluation, policy implementation, personnel administration, budget, marketing, fundraising and proposal development.
• 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: Director
• Number of Employees: 5,001-10,000 employees