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
The IMSI Program Manager works closely with IMSI leadership and staff to successfully implement IMSI events, including workshops and special events, to fulfill the objectives of IMSI's NSF grant. IMSI generally hosts 18-22 workshops and special events each year, with most being five days long. The Program Manager works in all areas of event planning, from locating suitable spaces, to managing guest lists, hotel contracts, catering vendors, etc. The Program Manager also works closely with the IMSI Assistant Director to communicate with workshop and special event organizers, manage the budget, ensure that the Program Team staff complete all tasks in a timely manner, and that all visitors' reimbursements are completed in a timely manner. The Program Manager also reviews surveys and suggests improvements to IMSI leadership.
Responsibilities
Develops and executes day-to-day event logistics, with minimal guidance from others. Cultivates and maintains relationships with vendors, organizers, and departments to support events.
Maintains list of event team tasks and ensures that team completes all tasks in a timely manner. Re-assigns event tasks based on team availability and needs. Collaborates with Assistant Director on team tasks and assignments to ensure optimal team performance. Suggests improvements to IMSI leadership, and implements approved changes.
Submits visitor funding requests to the IMSI Director and emails approved funding details to all event visitors. Reviews and approves visitor travel exception requests.
Responsible for ensuring that visitors' email inquiries related to workshops and events are answered accurately and in a timely manner.
Maintains catering budget and orders catering for all events. Develops and maintains catering vendor relationships. Responsible for ensuring that visitor dietary needs are met.
Scouts locations for event spaces, makes recommendations to IMSI leadership, and negotiates event space contracts.
Negotiates hotel contracts for courtesy room blocks, room blocks, and catering.
Reviews event feedback surveys and suggests improvements to IMSI leadership. Responsible for implementing approved changes.
Assigns visitor reimbursements to Program Team members. Emails reimbursement instructions to funded visitors. Ensures reimbursement data needed for the IMSI annual report is entered accurately. Ensures all visitors reimbursements are submitted for processing in a timely manner. Answers team questions about funding exceptions and acceptable receipts, with assistance from the Assistant Director and the Grant Administrator.
During workshops and events, is lead "go-to" person for visitor and team questions. Ensures event remains on schedule. Solves most problems and inquiries that may arise, and escalates necessary issues to Leadership.
Creates a run-of-show for each event that details all activities, necessary team actions, and team coverage and substitutions when necessary. Presents run of show to team in pre-event planning meeting. Ensures building security officers have a copy.
Primary back-up for Assistant Director to communicate with workshop and event organizers, including answering logistical questions, and finding creative solutions to organizer requests. When Assistant Director is absent, acts as the main point-of-contact for organizers.
With the IMSI Assistant Director, co-leads logistics and operations for IMSI MSIDI special events such as Infinite Possibilities Conference, Modern Mathematics Workshop, and Blackwell-Tapia.
With the IMSI Assistant Director, co-leads logistics of IMSI's annual 8-week summer undergraduate bootcamp, SUMSA. This includes reviewing the previous year and adjusting communications, maintaining student lists, tracking student attendance, leading the acquisition of dorms in conjunction with Summer Conferences, executing student welcome and departure events (including catering orders), and answering all student questions in a timely manner.
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.
Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.
Assists with research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
Reviews and finalizes the guest lists, assists with mailing invitations and creates brochures for the event.
Works to implement ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance with direction from others.
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 2-5 years of work experience in a related job discipline.
--- Certifications:
---
Preferred Qualifications
Education:
Bachelor's degree.
Experience:
Knowledge and skills developed through at least 5 years of work experience in a related job discipline.
Experience in event planning.
Technical Skills or Knowledge:
Knowledge of MS Office (Word, Excel, and PowerPoint).
Experience using UChicago systems, Buysite, and GEMS.
Experience with Google Drive, Google Calendar.
Preferred Competencies
Strong attention to detail.
Strong customer service orientation.
Ability to work independently and as part of a team.
Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.
Ability to maintain confidentiality.
Ability to interact and communicate with clarity, tact and courtesy with prospective students, staff, faculty, students and others.
Excellent verbal and written communication.
Presentation skills.
Customer service skills.
Working Conditions
Flexibility to work various hours including evenings, as needed.
Occasional travel, as needed.
Application Documents
Resume/CV (required)
Cover Letter (required)
References (preferred)
When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Communications
Role Impact
Individual Contributor
FLSA Status
Exempt
Pay Frequency
Monthly
Scheduled Weekly Hours
37.5
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Statement
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