Administrative Director

Department

PSD Enrico Fermi Institute: Staff Leadership

About the Department

The Leinweber Institute for Theoretical Physics (LITP) is a cross-disciplinary institute for theoretical physics. The Enrico Fermi Institute (EFI) is a multi-disciplinary institute at the University of Chicago that is engaged in research in particle physics, astrophysics, geophysics and accelerator physics. Both institutes are part of the Physical Sciences Division (PSD).

Job Summary

The Administrative Director will serve as the senior administrative leader of the LITP and EFI, reporting to the faculty directors and supervising administrative staff to advance the intellectual mission, strategic priorities, and effective operation of both Institutes.

The Administrative Director will support the development and execution of research initiatives, scientific programs and events planning, funding opportunities, external partnerships, and donor-facing activities in coordination with faculty, and University development staff.

The Administrative Director will also oversee core administrative functions including financial planning, academic and postdoctoral recruitment and appointment processes, events, reporting, communications, and administrative support for institute activities and faculty. The role supervises administrative staff supporting LITP and EFI and serves as a senior problem-solver and primary administrative point of contact for internal and external constituencies.

Responsibilities

• Serves as the most senior staff leader for the LITP and the EFI, reporting to the institute Directors and working closely with each faculty Director to set administrative and operational goals for the institutes and implement strategic plans.
• Oversees and manages the daily operations of each Institute.
• Acts as primary department liaison with Division on matters of budget, space, facilities, human resources, and advancement.
• Oversees each institute’s internal and external communications, ensuring websites are maintained and communications are drafted when needed.
• Supervises departmental staff who ensure that that department’s HR needs are met including oversight of training, reviews, performance management, and termination of staff.
• Ensures that purchasing, reimbursements, travel, and other administrative processes are efficiently executed by the institute staff.
• Supervises and coordinates administrative staff supporting LITP and EFI, including workload planning, cross-training, and coverage.
• Oversees and directs the appointment/reappointment, onboarding/offboarding, and visa-process support for LITP/EFI affiliated faculty, visitors, and postdoctoral fellows.
• Directs the work of departmental staff to ensure that the appointment of postdocs and visiting scholars works smoothly and efficiently.
• Works with the faculty to identify and prioritize opportunities to expand the intellectual impact and visibility of the LITP and EFI.
• Collaborates with the faculty to develop and execute a strategic vision for the LITP and EFI.
• Oversees LITP/EFI administration including scientific programs and events planning, academic appointments, funding opportunities, external partnerships, and donor-facing activities.
• Develops standard operating procedures to streamline workflows and ensure the efficient operations of activities across both institutes including but not limited to comprehensive planning of events across the academic calendar, summer program planning and oversight, seminars, meetings, recruitment activities in collaboration with academic departments and other key initiatives.
• Works to streamline and improve administrative processes through staff training and development, working collaboratively with Dean’s office and university partners.
• Collaborates with staff in the Division’s Local Business Center to support research program development and grant stewardship.
• Provides advanced administrative, operational, and strategic support to the LITP/EFI Faculty Directors.
• Serves as the primary administrative representative of the Institutes to internal and external constituencies including the PSD Dean’s office, Advancement team, and the Leinweber Foundation.
• Serves as the primary contact/on-site manager for all LITP/EFI scientific meetings and special functions.Directs an LITP/EFI administrator in the practical execution of such meetings.
• Ensures the LITP and EFI are compliant with all university policies and communicates information about new policies to relevant stakeholders.
• Troubleshoots a range of complex problems for the department in collaboration with central offices.
• Manages employees by establishing annual performance goals, allocating resources, assessing annual performance, and determining individual merit, 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.

Minimum Qualifications

• Education: Minimum requirements include a college or university degree in related field.
• Work Experience: Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
• Certifications: ---

Preferred Qualifications

• Experience: Familiarity with university research environments, either through a background in academic research or related work experience.
• Supervisory experience.
• Experience supporting research centers, institutes, academic departments, laboratories, or complex faculty-led programs.
• Preferred Competencies
• Ability to cultivate and maintain high-level relationships with academic researchers, funding agencies, and external partners, and donors.
• Understanding of higher education and/or non-profit organizations and grant funding structures.
• Effective project management skills, including managing complex workflows, successfully working across teams, budgeting, and attention to operational and research details.
• Ability to manage multiple projects effectively with minimal oversight.
• Expert problem solving and analytical skills.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency with standard office, financial, project-management, and communications tools, with ability to learn University-specific systems.
• Willingness to learn new processes and procedures and explain them to other staff and faculty.
• Ability to work with a high degree of discretion and confidentiality.
• Working Conditions
• Ability to work occasional evenings and weekends when needed to support institute events and activities.
• Application Documents
• Resume (required)
• Cover Letter (required)
• References (required)
• The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
• 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
• People Manager
• Scheduled Weekly Hours
• 37.5
• Drug Test Required
• No
• Health Screen Required
• No
• Motor Vehicle Record Inquiry Required
• No
• Pay Rate Type