Lab Operations Administrator

University of Chicago•Chicago, IL

1d•$68,000 - $78,000•Onsite

About The Position

The Data & Democracy Research Initiative (DDRI), led by Professor Moon Duchin, is a unique effort to bring mathematical and computational tools to the study of democracy. The Data & Democracy Lab Operations Administrator will report to Professor Moon Duchin with dotted line reporting to the DSI Senior Director of Research Programs & Strategy. This role is integral to the smooth operation of the initiative and requires a combination of skills in operations, public engagement, and technical communication for the blend of math, law, policy, and open-source software projects anticipated in the work of DDRI. The Lab Operations Administrator will combine administrative duties with active research participation on projects in structural democracy -- the study of systems and mechanisms of democratic representation. The DDRI seeks a dynamic and broad individual who will build relationships and will excel in a diverse set of responsibilities that help to translate academic research into policy recommendations and implementation.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Nice To Haves

Advanced degree in law, public policy, political science, data science, or social science.
Demonstrated experience navigating complex institutional environments with multiple stakeholders.
Direct experience working with both a departmental and an institute or center structure at a research university.
Familiarity with sponsored research administration, grant compliance, or research finance.
Experience with university HR, purchasing, and reimbursement systems (UChicago systems a plus).
Experience managing onboarding and operational support for a transient or high-turnover research environment.
Institutional fluency: able to identify the right person and process in a complex university environment.
Proactive problem-solving: resolves operational issues before they escalate
High organizational capacity: comfortable managing many parallel tasks and stakeholders.
Discretion: handles sensitive personnel, financial, and institutional information professionally.
Service orientation: commitment to social justice, genuinely invested in supporting lab members and enabling the PI’s work.
Strong organizational skills and exceptional attention to detail.
Excellent written and verbal communication skills.

Responsibilities

Serve as the primary liaison between DDRI and DSI, including attendance at DSI administrative meetings and representation of the lab’s needs to DSI leadership.
Navigate administrative processes across both the DSI and the Department of Computer Science, and maintain up-to-date knowledge of policies, procedures, and contacts in both units.
Manage all lab-related HR and personnel processes, including appointment paperwork, visiting researcher agreements, and coordination with university HR.
Serve as the point of contact for university partners inquiring about hiring, affiliations, and grant compliance requirements.
Assists with day-to-day operational management of the lab: space, supplies, equipment, facilities coordination, and building access.
Maintain and continuously improve internal systems for scheduling, communications, documentation, and project tracking.
Manage procurement, reimbursements, travel coordination, and vendor relationships in accordance with university and DSI policy.
Ensure the lab calendar, Slack channels, and shared documentation are current and functional.
Responsible for the onboarding process for all new lab members, including RSEs, postdocs, visiting PhD students, predoctoral researchers, and administrative hires.
Coordinate with DSI Facilities and IT for building access, equipment setup, and computing accounts.
Track grant budgets and expenditures in coordination with DSI and university sponsored research offices.
Manage grant reporting timelines and ensure compliance with funder requirements.
Support the Research & Partnerships Manager with administrative components of grant submissions.
Provide high-level administrative support to the PI, including calendar management, correspondence, meeting preparation, and follow-up.
Anticipate operational needs and resolve them before they require PI attention.
Prepare briefing materials, agendas, and summaries for internal meetings.
Assists with program budgets and recommendations related to budget.
Sets and communicates program priorities and performance standards and assesses operations using these criteria.
Plans and conducts quality assurance reviews and recommends changes as appropriate.
Analyzes program budgets and recommends or makes budgetary recommendations.
Performs other related work as needed.