Operations Manager

Job Summary

This at-will position manages a broad range of business operations for the Thirty Million Word Center for Early Learning + Public Health. It develops and implements office procedures and policies, ensures compliance, leads onboarding and orientation, and manages grant‑dependent funding.

• Manage HR functions including hiring, terminations, time and attendance, performance management, and employee relations.
• Support staff‑related processes and maintain documentation in accordance with Center needs.
• Lead training and orientation for new and existing staff and professional development initiatives.
• Manage internal communications and ensure timely access to necessary information.

• Act as the Center's internal AI champion, promoting adoption and effective use of AI tools.
• Maintain expert proficiency in Claude and Claude Cowork, serving as the go‑to resource for onboarding, troubleshooting, and optimization.
• Identify opportunities to streamline workflows through AI integration and improve operational efficiency.

• Manage vendor relationships, contract management, and procurement activities to ensure cost‑effectiveness and policy compliance.
• Process and reconcile invoices, purchase orders, and expense reports accurately and timely.

• Organize and coordinate events including conferences, retreats, leadership meetings, holiday and social gatherings, and other Center events.
• Lead weekly Monday morning all‑staff stand‑up meetings.
• Coordinate complex travel arrangements for the PI, ensuring all necessary files, materials, and itinerary are prepared.

• Ensure departmental compliance with BSD, University policies, procedures, and guidelines.
• Apply information thoughtfully to solve problems, improve processes, and optimize operations.
• Perform other duties and special projects as assigned in support of Center priorities and leadership needs.

• Foster a positive, inclusive, and collaborative Center culture, acting as a connector across teams.
• Support staff engagement, morale, and recognition initiatives aligned with TMW Center values.

• Serve as primary departmental point of contact for facilities and space‑related matters, including repairs, temperature regulation, power outages, emergencies, and key access.
• Oversee office space maintenance, ordering of technology, upgrades, and office supplies.
• Manage equipment inventory, subscription audits, and related compliance requirements.
• Assist in space planning and adjustments; proficient with audio/video setup and breakdown.

• Handle routine and complex assignments for the unit in finance, event planning, or support services.
• Initiate the hiring process of students and staff, including payroll processing.
• Train office staff on procedures and compliance protocols.
• Coordinate special projects and research data analysis for grant and contract reports.

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

• Education:
  
  Advanced degree in a related field.
• Experience:
  
  Prior experience in an academic medical center.

• Excellent people skills and ability to build rapport and maintain confidentiality.
• Strong problem‑solving skills and ability to prioritize tasks.
• Excellent organizational skills and attention to detail.
• Initiative, independent judgment, discretion, and creativity to translate ideas into concrete work products.

• Pay Range: $60,000.00 – $75,000.00.
• Drug Test
  
  Required:
  
  Yes.
• No Health Screen Required, No Motor Vehicle Record Inquiry Required.
• Benefits Eligible:
  Yes.
• Scheduled Weekly
  
  Hours:
  
  40 (Full‑time).

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, national or ethnic origin, age, disability, veteran status, or any other protected class under the law.