Department

BSD ADM - Operations

About the Department

The Biological Sciences Division (BSD) is the largest operating unit of the University of Chicago. It includes the Pritzker School of Medicine, twenty-three academic departments, twelve interdisciplinary degree-granting committees, and more than a dozen research centers and institutes. Our mission is to discover and create new knowledge of living systems, to preserve and communicate knowledge through education, and to nurture and sustain a community of scholars. These scholars pursue this mission through research, the education of basic scientists, physicians, and others interested in living things, and through enlightened and compassionate care of patients in a humane, academic environment. We have a long and rich history of discovery. Our academic departments have each developed and sustained outstanding programs of research and training in a broad range of programs. These are further enhanced by interdisciplinary committees, centers, and institutes. Unique among our peers, our Pritzker School of Medicine and basic biological science programs are housed in one division, allowing for strong collaborations between basic science and clinical research. Faculty, staff and students interact across programs and disciplines, creating collaborative and innovative approaches to the study of complex problems.

Job Summary

The new Community for Advancement of Physician-Scientists (CAPS) program in the Biological Sciences Division (BSD) will work to unite and support the entire physician-scientist pipeline at the University of Chicago, from undergraduate students to faculty. It is intended to address the critical shortage of physician-scientists by providing career stage-specific support and a community for physician-scientists at UChicago. CAPS will strengthen and unify all aspects of physician-scientist development by partnering with existing development programs, supporting departments and institutes seeking to establish training programs, and helping academic departments recruit, train, and retain superb and diverse physician-scientists to grow physician-led research in the BSD. CAPS will offer specific training opportunities including the CAPS scholars program for residents and fellow as well as MD-only training program in collaboration with Pritzker School of Medicine.

The Assistant Administrative Director is responsible for managing the administrative, financial, programmatic, and recruitment and outreach of trainees and faculty for the Community for Advancement of Physician-Scientists (CAPS).

Responsibilities

Trainee and Faculty Affairs:

The Assistant Administrative Director will help trainees and faculty recognize, pursue, and focus on their academic careers and work with the Director to advise and counsel physician-scientists across the BSD.

Establish and administer CAPS programming along the entire spectrum (e.g., seminar series, annual retreat, mock study sections, social events, etc.).

Administer the CAPS scholars program from request for applications to applications, evaluation and selection of scholars.

Work with Pritzker leadership to administer the MD-only training program.

Scholars meet bi-annually with the Directors for a formal review of academic progress and plans.

Works closely with BSD Departments and Pritzker School on Medicine related to physician-scientist training and career development.

Help coordinate recruitment of physician-scientist trainees across clinical Departments through centralized recruitment events and other support.

Finances and Accounting:

Collaborate with financial officials across the BSD, Pritzker School of Medicine, and several individual and central units to ensure proper funding of the program including scholars and MD-only programs.

Develop, administer and manage grant and endowment funds for the Program (if applicable).

Lead and complete annual budget process in addition to ongoing finance/accounting updates and reporting.

Assist the Director in fundraising and interacting with the University of Chicago Development office to establish and increase a program endowment.

Oversight over all program expenditures.

Program Management:

Direct the maintenance of alumni and physician-scientist databases including active tracking of physician-scientist outcomes in terms of grant funding, papers, etc.

In coordination with the Department of Medicine, the BSD Office for Graduate and Postdoctoral Affairs, and the Director, support the assembly and completion of competing and non-competing renewals of NIH training grant applications (if applicable).

Develop program-specific brochures and maintain the CAPS website by updating news and events as well as other content.

Recruitment and Outreach:

Work with the MSTP, Pritzker School of Medicine, and BSD Admissions teams to develop new outreach programs to expand and enhance the physician-scientist pool including but not limited to opportunities to reach trainees who are underrepresented in medicine or science.

Represent CAPS at local, regional, and/or national venues (e.g., conferences) to share more information about physician-scientist pathways specifically.

Solves complex problems in areas such as academic and administrative policy, curriculum research and development, and budget development.

Leads and recommends process improvements for programs that relate to critical work-life balance, including emergency management, accommodations for students with disabilities, and/or the administration of health care services and programs for trainees.

Counsels trainees and staff in response to concerns, and handles complex situations including student crises.

Uses in-depth knowledge and experience to administer the delivery of services to program participants and/or beneficiaries such as communicating with programs sponsors and academic advising for undergraduate students.

Has a deep understanding when interacting with faculty, researchers and staff for committee work or information.

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 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

Bachelor's or Advanced Degree in a related field (Business, Administration, Communications, etc.) strongly preferred.

Experience:

Senior-level leadership experience successfully managing people and projects, providing direction, setting priorities, identifying opportunities for improvement, and implementing major initiatives for change.

Experience in administering trainee and faculty affairs in a college or university environment working directly with students and other trainees.

Higher education recruitment/outreach program management or related experience.

Strategic planning experience.

Grant proposal experience.

Financial management experience.

Fundraising and development experience.

Experience working in higher education research institutions.

Knowledge of University of Chicago institutional policies and administrative systems.

Technical Skills and Knowledge:

Knowledge of Microsoft Office.

Knowledge of database management software.

​Preferred Competencies

Strong analytical and financial skills and the demonstrated ability to evaluate needs, synthesize findings, and present conclusions clearly.

Demonstrated success in building collaborative relationships with diverse constituencies including research faculty.

Demonstrated background in change management or process improvement initiatives.

Ability to navigate the challenges of working within a complex, decentralized environment.

Ability to successfully manage a workload that balances long-range planning with the unanticipated daily demands of managing a busy operation.

Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.

Excellent staff management skills.

Strong student advising/student support skills.

Financial analysis and management skills.

Decision-making skills.

Demonstrated teamwork skills to lead and collaborate with a wide range of constituents.

Demonstrated ability to effectively communicate in large groups and one-on-one with students, senior management, faculty, alumni, and others.

Excellent organizational skills.

Attention to detail.

High degree of professionalism.

Ability to maintain confidentiality.

Ability to resolve complex problems.

Ability to use independent judgment.

Ability to handle confidential information with utmost discretion.

Ability to manage multiple priorities and competing deadlines.

Excellent interpersonal, oral, and written communication skills.

Exposure to, and an understanding of, an academically rigorous research university environment.

Knowledge of local and national philanthropic communities and cultural institutions.

Working Conditions

Office Environment.

Willingness and ability to travel occasionally (such as for local conferences) and work limited evenings and weekends (such as for special events).

Application Documents

Resume (required)

Cover Letter (preferred)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$75,000.00 - $100,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

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, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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