Research Lab Administrator

Department
 

PSD Chemistry: Faculty Support

About the Department
 

The Alivisatos Lab is a leading research group within the James Frank Institute at the University of Chicago, focusing on cutting-edge scientific research in the fields of chemistry, materials science, and nanotechnology. Our team is composed of dedicated researchers, scientists, and students working collaboratively to push the boundaries of discovery. The lab provides a vibrant and dynamic environment that encourages innovation and excellence in research.

Job Summary
 

The Research Lab Administrator will provide essential administrative support to the Alivisatos Lab and its Research Manager. The role is pivotal in ensuring the smooth operation of the lab's activities by managing organizational tasks, handling logistics, and assisting with communications. The successful candidate will have strong organizational skills, attention to detail, and the ability to prioritize tasks in a fast-paced research environment.

Responsibilities

• Collaborate with the Director of Lab Operations to ensure smooth workflow and coordination across teams.

• Organize and manage lab-related administrative tasks, ensuring timely execution and prioritization.

• Manage group mailing lists, handle incoming emails, and process purchases for lab needs.

• Coordinate group events, including ordering food and drinks, setting up rooms, and checking AV equipment.

• Coordinate with Office of the President in support of the Principal Investigator in areas that include, but are not limited to scheduling for lab related meetings, correspondence, drafting, submission, and tracking of recommendation letter requests, and other areas as needed.

• Assist in onboarding new lab members, ensuring all necessary documentation and access are in place.

• Assist with grant proposal creation and submission (training provided).

• Maintain the group website, performing updates as needed (training will be provided; web design skills are a plus).

• Coordinate desk allocations and assist with office logistics for students and staff.

• Track lab equipment and inventory, ensuring accurate records.

• Archive important group documents, including purchase orders, contracts, and proposals.

• Assist in writing, submitting, and tracking offer and recommendation letters.

• Manage undergraduate contracts, intern schedules, guest visits, and paperwork.

• Reserve rooms for meetings and ensure AV equipment is operational.

• Attend occasional group events that occur outside of regular working hours (a few times per year).

• Assist with the logistics of research centers affiliated with the group and run by the Director of Lab Operations.

• Work with vendors to get quotes, make purchase orders, and obtain receipts.

• Collaborate with the financial department to reconcile receipts with orders and expense reports.

• Assist with reimbursement requests for the group.

• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.

• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.

• Researches and analyzes data to create reports, and may create other reports for grants and contracts.

• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:         

• Bachelor’s degree in business administration, communications, or a related field.

Experience:       

• Experience in administrative roles, preferably in a research or academic setting.

• Managing communications, logistics, and event planning.

Preferred Competencies

• Proficiency with basic office software (Microsoft Office Suite, Google Workspace).

• Basic website management skills.

• Familiarity with budget tracking, purchase orders, and vendor management.

• Strong organizationa