Assistant Director, Programs and Events

Updated: about 1 month ago
Location: Chicago, ILLINOIS


Posted: 03-May-24

Location: Chicago, Illinois

Type: Full-time

Salary: Open


Other Staff/Administrative

Internal Number: JR26137

Location: Chicago, IL

Job Description:

  • Serves as primary contact for all of the Roman Family â“ CDRâ™s questions and concerns relating to program and events execution and budget and accounting matters related to program and events.
  • Working closely with the Director of Operations and Executive Director, oversees and helps lead logistics for events across the Center, including academic workshops, the Think Better series, Summer Send Off, Fall Welcome, PhD Orientation, internal RF-CDR retreats, admitted PhD students weekend, brown bag lunches, other events. Keeps track of registrations; prepares communication and assists with outreach, invitations and materials related to the events; evaluates and selects venues; oversees contracts. Manages and delegates tasks to Operations Assistant and other RF-CDR staff.
  • Manages the needs of invited speakers for RF-CDRâ™s Monday Workshop series, including developing a full schedule of enriching meetings with faculty, PhD students, and postdocs, managing AV and operational logistics of presentations, and ensuring complete satisfaction.
  • In collaboration with the leadership team, serves as a primary contact for all accounting, expenses, procurement, and reimbursements for the Center, working in a timely and efficient manner using Booth Financial systems. Manages and oversees the following: reconciling Center and Labs expenses; conference expense reimbursement for graduate students; Thaler Tversky award account creation and management; independent contractor payments; guest speaker reimbursements; organizational tasks related to behavioral science facultyâ™s research accounts and chargeback reports on a quarterly basis; chargeback reports and replenishing petty cash account on a quarterly basis.
  • Oversees and serves as lead in the RF-CDRâ™s transition to the New Financial System (FST roll-out scheduled for 07/2024). Learns the the new platform and how it compares to GEMS, ePayment, etc. Fields questions from RF-CDR colleagues as FST is adopted and troubleshoots accounting errors.
  • Oversees and manages the work of part-time or temporary operations staff as needs arise.
  • Provides oversight and support for the Centerâ™s program and events calendar, in addition to supporting the Executive Director's expense processing, calendar management, and fielding questions during non-traditional hours per needs of faculty.
  • Working in collaboration with the leadership team, provides support to the Centerâ™s lab spaces in the creation and dissemination of official onboarding documents and training materials for incoming CDR staff.
  • Serves as an ambassador for the Roman Family CDR, advancing the progress of Center activities by developing and maintaining strong relationships with Booth and University of Chicago departments, including the offices of Accounting, IT, Legal, H.R., and Faculty Services. Offers support for other related duties as assigned, e.g., office mail, supply closets, catering, parking and dining reservations, work request to various University of Chicago or Booth Departments.
  • Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
  • Assists in the monitoring of the various financial and budgetary activities, including vendors contracts.  Preparing and monitoring the budget for a unit.
  • Researches and analyzes data to create reports, and may create other reports for grants and contracts.
  • Performs other related work as needed.

Preferred Qualifications

Technical Skills or Knowledge:

  • Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, Outlook) and research skills.
  • Willing to learn new software programs.

Preferred Competencies

  • Understanding of budgeting, financial accounting, and database management. 
  • Proven understanding of the Center for Decision Research and its goals.
  • Excellent professional verbal, written, and presentation skills, as well as organizational skills and attention to detail.
  • Superior customer service and interpersonal skills.   
  • Demonstrated ability to seek out, coordinate and appropriately disseminate information.
  • Work independently with little supervision; possess a self-motivated disposition; identify opportunities for improvement and recommend effective changes, all while achieving key objectives resulting in desired outcomes. 
  • Handle multiple detailed tasks/projects simultaneously and meet strict deadlines with frequent interruptions. 
  • Demonstrated ability to work effectively and diplomatically with colleagues, as well as with students, faculty and corporate contacts in a multitude of communication methods i.e., in person, email, phone.
  • Professional demeanor, including tact, discretion, and a customer service-oriented approach.

Working Conditions

  • This position is currently expected to work a minimum three days per week in the office.
  • Work extended hours and attend staff events, occasionally on weekends and in the evenings. 

Application Documents

  • Resume/CV (required)
  • Cover Letter (required)

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 the Applicant Inquiry Form.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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