Program Administrator

About Uchicago

The Department of Astronomy and Astrophysics has been one of the preeminent astronomy departments in the country. Throughout our history we have been known for our entrepreneurial spirit, close ties with physics, and a faculty distinguished by achievements in science and excellence in teaching. Our department was the first in the world to use astrophysics in its name, reflecting a commitment to interdisciplinary research and innovative approaches combining both physics and astronomy that continues to this day.

Job Summary

The Program Administrator manages the daily administrative operations of the research program of John Carlstrom, the Subramanyan Chandrasekhar Distinguished Service Professor, Departments of Astronomy and Astrophysics and Physics. Plays a key role in managing administrative tasks related to academic personnel, finances, and communication. Creates structures to organize and coordinate high-level deliverables on multiple grant-funded projects.

Key Responsibilities

• Manages all aspects of the administration for the Carlstrom research group and the South Pole Telescope program resolving issues independently and facilitating solutions, conferring with the appropriate staff members to resolve the most complex issues.
• Works closely with the appropriate department administrator regarding administrative issues such as finances, academic personnel, and communications.
• Must be self-directed and able to proactively follow-up to ensure tasks are completed thoroughly and on-time.
• This role depends on the ability to navigate complex workflows and prioritize time-sensitive and discreet tasks.
• Develops and implements systems for ensuring Professor Carlstrom’s research program’s priorities and deadlines are met including reviewing emails, triaging issues, and assisting with identifying high priorities for follow up.
• Serves as the ‘front line’ for requests for information from all members of the research group, troubleshooting more complex requests as needed.
• Drafts high-level communications such as memos, meeting invitations and agendas, meeting minutes, and proposals.
• Onboards postdoctoral scholars into the research group.
• Supervises undergraduate support positions including onboarding and directing their work.
• Prepares materials for print publication including editing, formatting, and ensuring the publication’s requirements are met.
• Proofreading and collating documents for grant proposal submission, making sure there is consistency across the entire document(s), and submissions comply with agency requirements.
• Serves as a point person for external partners and collaborators to answer routine questions and help follow up on outstanding items.
• Organizes events (both in person and virtual), such as collaboration meetings, and faculty visits including arranging travel, communicating with the visitors, serving as the first point of contact, and preparing communication materials.