Lab Operations Administrator

Department

PSD Data Science:
Research Staff

The Data Science Institute 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 Data Science Institute provides the opportunities, infrastructure, and resources that encourage our faculty and other scholars to pursue their finest work.

The Data & Democracy Research Initiative (DDRI), led by Professor Moon Duchin, is a unique effort to bring mathematical and computational tools to the study of democracy. The Data & Democracy Lab Operations Administrator will report to Professor Moon Duchin with dotted line reporting to the DSI Senior Director of Research Programs & Strategy. This role is integral to the smooth operation of the initiative and requires a combination of skills in operations, public engagement, and technical communication for the blend of math, law, policy, and open‑source software projects anticipated in the work of DDRI.

The Lab Operations Administrator will combine administrative duties with active research participation on projects in structural democracy – the study of systems and mechanisms of democratic representation. The DDRI seeks a dynamic and broad individual who will build relationships and will excel in a diverse set of responsibilities that help to translate academic research into policy recommendations and implementation.

• Serve as the primary liaison between DDRI and DSI, including attendance at DSI administrative meetings and representation of the lab’s needs to DSI leadership.
• Navigate administrative processes across both the DSI and the Department of Computer Science, and maintain up‑to‑date knowledge of policies, procedures, and contacts in both units.
• Manage all lab‑related HR and personnel processes, including appointment paperwork, visiting researcher agreements, and coordination with university HR.
• Serve as the point of contact for university partners inquiring about hiring, affiliations, and grant compliance requirements.
• Assist with day‑to‑day operational management of the lab: space, supplies, equipment, facilities coordination, and building access.
• Maintain and continuously improve internal systems for scheduling, communications, documentation, and project tracking.
• Manage procurement, reimbursements, travel coordination, and vendor relationships in accordance with university and DSI policy.
• Ensure the lab calendar, Slack channels, and shared documentation are current and functional.
• Responsible for the onboarding process for all new lab members, including RSEs, postdocs, visiting PhD students, predoctoral researchers, and administrative hires.
• Coordinate with DSI Facilities and IT for building access, equipment setup, and computing accounts. Track grant budgets and expenditures in coordination with DSI and university sponsored research offices.
• Manage grant reporting timelines and ensure compliance with funder requirements.
• Support the Research & Partnerships Manager with administrative components of grant submissions.
• Provide high‑level administrative support to the PI, including calendar management, correspondence, meeting preparation, and follow‑up.
• Anticipate operational needs and resolve them before they require PI attention.
• Prepare briefing materials, agendas, and summaries for internal meetings.
• Assist with program budgets and recommendations related to budget.
• Set and communicate program priorities and performance standards and assess operations using these criteria. Plan and conduct quality assurance reviews and recommend changes as appropriate.
• Analyze program budgets and recommend or make budgetary recommendations.
• Perform other related work as needed.

• Education:
  
  A college or university degree in a related field.
• Work Experience:
  
  2–5 years of work experience in a related job discipline.

• Adva…