Department
 

PSD Institute for Mathematical and Statistical Innovation: Administration and Staff

About the Department
 

The Institute for Mathematical and Statistical Innovation (IMSI) is a mathematical sciences research institute funded by the National Science Foundation. It is managed by the University of Chicago, Northwestern University, the University of Illinois at Chicago, and the University of Illinois at Urbana-Champaign, and is hosted at the University of Chicago.

Job Summary
 

This position reports to the IMSI Assistant Director and handles a diverse portfolio of responsibilities in the areas of event planning, logistics and accommodations for visitors, and other programmatic functions in support of the Executive Director and Director, staff, students and visitors in the Institute. Plans and administers institute events, including technology for remote and in-person meetings. Responsible for activities related to space, marketing, lodging and catering.

Responsibilities

• Provides support for the appointment process for Visiting Scholars, Visiting Senior Research Associates, Guest Scientists, Postdoctoral Fellows and similar positions.
• Provides support for the process of bringing non-degree visiting students to the institute. Assists with on-boarding visitors.
• Provides confidential administrative support to the Executive Director and Director, and others, as requested.
• Responsible for planning and administering institute events, such as conferences, receptions, lectures, and public events.
• Creates graphics for events including signs, flyers, social media posts, and name tags. Responsible for locations and caterers, managing guest lists, and assists with the overall needs to make the activities successful.
• Runs Zoom and in-person AV technology under the guidance of the IMSI IT/AV Manager.
• Responsible for expense reimbursements for speakers and attendees.
• Serves as a contact for visitors to counsel on work/life related issues like University IDs, housing, etc.
• Responsible for visitor reimbursement payments.
• Co-lead on IMSI special events. Manages logistics including securing space, lodging, catering, vendors, and other necessities. Responsible for timely invoice payments related to these events.
• Develop and maintain productive working relationships with faculty, staff, and students within the Institute, Physical Sciences Division, and in other University offices.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
• May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

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Work Experience:

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

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Certifications:

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Preferred Qualifications

Education:

• College degree.

Experience:

• Proven ability to manage live and virtual meetings and events.
• Experience working in an academic setting.
• Experience with graphic design.

Technical Skills or Knowledge:

• Experience with standard computer programs (e.g. Zoom, MS Office Word, and Excel, standard email and internet applications).
• Graphic design skills (for social media posts, name tags, flyers, etc) are a plus.

Preferred Competencies

• Excellent organizational and communication skills.
• Excellent problem-solving skills.
• Works effectively as part of a team and independently.
• Ability to take initiative and organize and complete projects with minimal supervision.
• Attention to detail.
• Considerable interpersonal skill in dealing with visitors and administrative skill in dealing with attendant issues (visas, reimbursements, etc.).

Application Documents

• Resume (required)
• Cover letter (required)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Administration & Management

Role Impact
 

Individual Contributor

FLSA Status
 

Non-Exempt

Pay Frequency
 

Biweekly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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