2 Administrative Assistant jobs in Chicago United States

Department

PSD Data Science: AI Weather Research Staff

About the Department

The Data Science Institute (DSI) at the University of Chicago was established to support the development of emerging efforts in data science across the University. The staff in the Data Science Institute support the University's community of scholars, their shared ideals, and the core values that make the University a singular intellectual destination. Together with the University's deans and department chairs, the DSI provides the opportunities, infrastructure, and resources that encourage our faculty and other scholars to pursue their finest work. We are part of the Physical Sciences Division, which includes departments and several interdisciplinary research institutes and centers.

Job Summary

The Data Science Institute's AI for Climate (AICE) research initiative seeks an Associate Director to support and advance the operational, programmatic, and people-management functions of the initiative. Reporting to the Director of AI for Weather, the Associate Director serves as a key operational leader responsible for the day-to-day execution of the initiative's research and administrative programs, team coordination, stakeholder engagement, and budget oversight. This role works closely with the Director to translate initiative-level strategy into concrete program plans and ensures that researchers, postdoctoral scholars, and administrative staff are well-supported in their work. The Associate Director exercises significant independent judgment and serves as a senior point of continuity for the initiative in the Director's absence. The role oversees program strategy, stakeholder engagement, and cross-institutional convening for one or more lead project efforts, while overseeing communications and providing higher-level continuity across the broader HCWF/AICE portfolio.

Responsibilities

• Collaborates with the Director of AI for Weather to coordinate and execute the initiative's daily operations and program portfolio, translating strategic goals into actionable work plans.

• Performs ongoing assessment of program organization and function; identifies operational gaps, recommends improvements, and implements solutions.

• Leads and manages special projects or functions related to the research of the initiative, as assigned by the Director.

• Oversees the initiative's communications and ensures senior-level continuity on administrative matters directly tied to active program work.

• Assists the Director in overseeing hiring, performance evaluation, and professional development for initiative staff, in coordination with DSI HR and administrative leadership.

• Supports and coordinates engagement with initiative sponsors, government partners, foundations, and international collaborators; serves as a programmatic point of contact for active projects.

• Acts as a liaison between the AI for Climate initiative and other University departments, the Physical Sciences Division, and relevant compliance and sponsored research offices.

• Monitors the AI for Climate initiative budget; provides the Director with regular financial updates, ensures spending is within approved limits, and makes budgetary recommendations.

• Supports proposal development for grants and contracts; assists in preparing reports for funders and tracks grant deliverable timelines.

• Coordinates action items and participants for scientific meetings; develops sufficient technical fluency in AI and climate topics to communicate effectively with researchers and external partners.

• Develops and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.

• Has a deep understanding when interacting with faculty, researchers and staff for committee work or information.

• 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 5-7 years of work experience in a related job discipline.

Certifications:

-

Preferred Qualifications

Education:

• PhD in a scientific, environmental, policy, or related field.

Experience:

• Progressive experience in program or research administration, science management, or a closely related field.

• Experience in climate science, atmospheric science, AI/ML research, or adjacent scientific domains.

• Demonstrated experience coordinating multi-institutional or interagency stakeholders, including funders, government partners, and/or collaborators.

• Experience managing or contributing to program or project budgets.

• Prior experience in an Associate Director or senior manager-level role in an academic, research, or science-policy environment.

• Experience with international program coordination or cross-sector (academia–government–industry) partnership management.

• Familiarity with the grant lifecycle, from proposal development through reporting and closeout.

• Demonstrated ability to manage multiple concurrent initiatives independently in a fast-paced, cross-functional environment.

Preferred Competencies

• Strong written and verbal communication skills, including experience drafting reports, briefings, or proposals for varied audiences.

• High degree of professionalism and emotional intelligence; ability to build trust and collaborate across faculty, staff, and external partners.

• Self-starter who can operate with significant independence in a complex administrative environment.

• Strong analytical and organizational skills; attention to detail balanced with capacity for big-picture thinking.

• Ability to manage multiple high-priority tasks simultaneously and under tight deadlines.

• Commitment to an inclusive team culture and equitable people-management practices.

• Ability to handle sensitive and confidential information with utmost discretion.

• Proficiency in Microsoft Office and familiarity with project and grants management tools.

Working Conditions

• This position is eligible for a hybrid work arrangement consistent with DSI and University policies.

• The role may require occasional travel to represent the initiative at conferences, partner institutions, or funder meetings.

• May involve extended time working at a computer and engagement with teams across multiple time zones.

Application Documents

• Resume/CV (required)
• Cover letter (required)
• List of three professional refernces (preferred)

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

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$90,000.00 - $110,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

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.

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.

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: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.