Pediatric Inflammatory Bowel Disease Project Manager

University of Chicago•Chicago, IL

3d•Hybrid

About The Position

The Pediatric Inflammatory Bowel Disease Project Manager supports the operational infrastructure of the growing Pediatric IBD program at the University of Chicago. The role coordinates activities across pediatric intestinal ultrasound, pediatric IBD, and pre-conception/pregnancy programs, serving as a central point of coordination for clinical, research, educational, and administrative work. The position helps coordinate patient access and multidisciplinary care, supports patient- and family-facing initiatives, and contributes to program quality, efficiency, and growth. The role also provides administrative support to the investigator, including calendar management, travel coordination, correspondence, expenses, meeting logistics, and liaison with institutional and external stakeholders. It supports educational events and communications, program tracking and reporting, grant development and administration, research budgets, regulatory submissions, and research team coordination. The position is hybrid and requires managing multiple priorities, deadlines, and interruptions while supporting clinical, research, and program activities.

Requirements

College or university degree in a related field.
Knowledge and skills developed through 2–5 years of work experience in a related job discipline.
Ability to manage complex clinical, research, and administrative activities across multiple programs, including scheduling, workflow management, event logistics, and day-to-day operational support.
Strong knowledge of grant development, submission, post-award coordination, budget tracking, regulatory documentation, and compliance requirements within an academic or healthcare research environment.
Ability to manage complex calendars, travel arrangements, correspondence, meeting coordination, expense processing, and follow-up activities with accuracy, discretion, and professionalism.
Ability to work effectively with faculty, clinicians, hospital and departmental leaders, research offices, external collaborators, advocacy groups, and patient- and family-facing partners.
Strong written and verbal communication skills, including the ability to prepare reports, presentations, newsletters, educational materials, meeting minutes, and other program- and research-related communications.
Ability to develop and maintain tracking systems, monitor timelines and deliverables, support regulatory and ethical compliance, assess program operations, and recommend process improvements.

Nice To Haves

Graduate degree in health administration, public health, or a related field.
3–5 years of experience in research administration, program coordination, or a related role in an academic or healthcare setting.
Experience in pediatrics, gastroenterology, or chronic disease research.
Experience with grant submission platforms such as NIH Commons, CIHR ResearchNet, or Grants.gov.
Experience planning and executing educational events, conferences, or webinars.
Familiarity with research ethics/REB processes and regulatory submissions.
Knowledge of clinical research operations and study coordination.

Responsibilities

Manage and maintain the investigator’s calendar, including clinical, research, and administrative commitments.
Coordinate domestic and international travel, including logistics, itineraries, and expense reconciliation.
Process and track expense reports and reimbursements in compliance with institutional policies.
Screen, prioritize, and route correspondence and communications.
Prepare meeting agendas, take minutes, and track action items.
Liaise with departmental administrators, hospital leadership, external partners, and stakeholders.
Coordinate day-to-day operations across pediatric intestinal ultrasound, pediatric IBD, and pre-conception/pregnancy programs.
Support educational series, webinars, conferences, and community events, including logistics, speaker coordination, registration, and follow-up.
Develop and maintain program calendars, trackers, and documentation systems.
Assist with conceptualizing and preparing educational materials, presentations, newsletters, and program communications.
Coordinate with internal teams, referring clinicians, patient advocacy groups, and external collaborators.
Track program metrics and deliverables and prepare summaries and reports for leadership and funders.
Support patient- and family-facing initiatives, including resource development and event coordination.
Support grant development, including writing, editing, formatting, and compiling application packages for NIH, CIHR, foundations, and industry.
Assist with research budget development and management, expenditure tracking, and financial reporting.
Coordinate grant submissions through institutional systems and ensure timely, compliant submission.
Prepare progress reports, renewals, and post-award documentation.
Monitor grant deadlines, regulatory requirements, and milestones; identify and escalate risks.
Support onboarding, orientation, and coordination of research staff, students, and trainees.
Maintain research team calendars, meeting schedules, and project tracking tools.
Coordinate research regulatory compliance, including REB/IRB submissions, protocol amendments, and renewals.
Coordinate data management practices and maintain organized research filing systems.
Liaise with research offices, ethics boards, pharmacy, clinical teams, and other departments.
Support recruitment and hiring processes for research personnel in coordination with HR.
Administer delivery of services to program participants and/or beneficiaries using moderate/solid understanding and experience.
Set and communicate program priorities and performance standards and assess operations using these criteria.
Plan and conduct quality assurance reviews and recommend changes as appropriate.
Analyze program budgets and recommend or make budgetary recommendations.
Interact with faculty, researchers, and staff for committee work or information.
Perform other related work as needed.