Operations Specialist

About The Department

Department: PME Quantum Institute Operations. The Pritzker School of Molecular Engineering (PME) was established in May 2019 and evolved from the Institute for Molecular Engineering, founded in 2011. The PME integrates science and engineering to address global challenges from the molecular level up. Through the University of Chicago’s partnership with Argonne National Laboratory, the PME offers rigorous academic and research programs.

As the first new school at the University of Chicago in three decades and the first school in the nation dedicated to molecular engineering, the PME expands its faculty and empowers students from diverse backgrounds to collaborate in cutting‑edge facilities, bringing solutions for urgent societal problems while training the next generation of scientific leaders and entrepreneurs.

The Operations Specialist is responsible for delivering exceptional customer service and administrative support to the institute. Reporting to the Institute Manager, this position manages the daily operations of the Institute, including events management, purchasing and reimbursements, and a wide range of general administrative tasks for faculty, staff, postdoctoral fellows, and PhD students. The role requires independent judgment, discretion, and the ability to provide high‑level confidential administrative support to senior faculty and leadership while navigating complex workflows and time‑sensitive tasks.

Regular onsite presence is required for a minimum of 3 days a week; business hours are 7 am‑7 pm, with occasional evening or weekend work for events or other related activities.

• Manages and executes administrative support for the Institute, including calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts.
• Reviews, processes, and tracks financial transactions such as GEMS expense reports, reimbursements for visitors/graduate students/postdocs, and pays departmental invoices to vendors using GEMS card, Oracle, etc.
• Provides high‑level events management for Institute colloquia, special seminars, and other events as needed by senior staff and faculty, including travel arrangements for speakers, agenda coordination, visitor chaperoning, reception planning, reimbursement processing, and event promotion.
• Coordinates and executes logistical aspects for scheduling meetings, off‑site events, and team initiatives, training, development, recognition, and other organizational goals, following up on pending items without guidance.
• Resolves routine and complex inquiries, refers inquiries to the appropriate person, and follows up to ensure complete and timely responses. Exercises professional judgment to interpret and communicate office policies and procedures.
• Prioritizes and determines the appropriate course of action, referral, or response, exercising judgment to reflect UChicago/PME policy and procedures.
• Updates and maintains faculty members’ CVs (publication/bio‑sketch and other information) on a quarterly basis, as federal and non‑federal granting agencies require, in coordination with URA/SPS.
• Tracks and helps drive completion of key deliverables and follows up on outstanding items.
• Prepares write‑up recommendations for operational and administrative problems and prepares financial and administrative reports.
• Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Coordinates special projects as directed by the leader, including managing a portion of the leader’s budget, monitoring and reconciling accounts, and preparing financial and/or administrative reports.
• Performs other related work as needed.

• Vocational training, apprenticeships, or equivalent experience in a related field (four‑year degree not required).
• Knowledge and skills developed through 7+ years of work experience in a related job discipline.

• Bachelor’s degree.

• 3+ years of progressively responsible business and administrative experience.
• Background working within an academic or…