Program Manager @ The University of Chicago (Hyde Park)

February 27, 2020


2010032 BSD - Graduate and Postdoctoral Affairs

About the Unit

The Office of Graduate and Postdoctoral Affairs (OGPA) within the Biological Sciences Division (BSD) coordinates the administrative efforts of graduate and postdoctoral training in the BSD. OGPA works to facilitate consistency among the programs and departments; identifies and develops commonalities in the areas of financial administration, policy development and implementation and in the coordination of information sharing among the programs and departments. The goal of OGPA is to recruit high quality domestic and international trainees, to facilitate their progress during their tenure, and to provide guidance and resources for the management of the training programs in the division. OGPA centrally manages the annual financial aid budget so that all graduate students in the programs are supported equitably and coordinates consistency among the training programs as it relates to training grants submission and oversight. In addition, OGPA facilitates postdoctoral appointments and reappointments with the Office of Academic Affairs, establishes and enforces policy with the Provost's Office, acts as a resource for postdocs, faculty and staff on postdoctoral policy and benefits questions and manages the postdoc database. The OGPA organizes career and skill development training and ethics seminars for BSD graduate students and postdocs, provides support to the Postdoctoral Association and oversees all BSD postdoctoral events, including the Postdoctoral Symposium, orientation sessions, etc. myCHOICE is the University of Chicago's professional development program that empowers graduate students and postdoctoral scientists from STEM disciplines to reach their full professional potential and make informed decisions about their career trajectory. myCHOICE provides exposure to the vast STEM career landscape and opportunities to cultivate the skills, experience, and networks needed today to obtain top positions in academia, industry, government, and beyond. By leveraging our connections both inside and outside of the University and constantly developing new partnerships within our active alumni network, myCHOICE is able to offer a weekly "What Can I Do with My PhD?" seminar series, 14+ mini-courses and workshops per year focusing on critical professional skills, such as team management, negotiation, and science communications, and hands-on/in-person experiences such as internships, externships, a Mentor Network, and career-themed treks. myCHOICE events are designed to engage trainees from the Biological Sciences Division, the Physical Sciences Division, and the Pritzker School for Molecular Engineering.

Job Family

Administration & Management
Responsible for planning, directing, coordinating and managing daily operations individual organization units, clinical research facilities, centers or academic departments. Responsibilities are diverse and general in nature and may reflect more than one functional area.

Career Track and Job Level

Program Administration
Manages the daily operations of an established program, primarily in the areas of financial, events, and support services management. Programs may be academic or non-academic in nature. Ensures stability and growth of program by focusing on accomplishment of strategic objectives of program.
P2: Requires knowledge and experience in own discipline; still acquiring higher-level knowledge and skills. Builds knowledge of the organization, processes and customers. Solves a range of straightforward problems. Analyzes possible solutions using standard procedures. Receives a moderate level of guidance and direction.

Role Impact

Individual Contributor


The job manages academic, research, clinical or administrative programs of the University.
1) Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries., 2) Sets and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate., 3) Analyzes program budgets and recommends or makes budgetary recommendations., 4) Has moderate/high levels of interactions with faculty, researchers and staff for committee work or information., 5) Performs other related work as needed.

Unit-specific Responsibilities

1) Identifies seminar themes, researches and recruits panelists, and moderates panel discussions at the weekly seminar series.

2) Generates all visual media components of publicity campaigns, including a biweekly electronic bulletin, 12 career-specific listservs, and flyer design and distribution for events and application cycles.

3) Manages all event logistics, including room reservations, A/V components, and catering.

4) Tracks event attendance and administers post-event surveys.

5) Provides data content for reports related to stakeholder meetings.

6) Processes financial documents, including invoices and reimbursements.

7) Builds and maintains the myCHOICE Mentor Database & Network.

8) Coordinates site visit logistics and alumni participation in quarterly career-themed treks.

9) Assists the Director in developing divisionally-tailored programming.

 10) Assists the Director and collaborators from other units to develop and expand divisional alumni networks and career outcomes tracking.


Unit-preferred Competencies 

1) Excellent operational knowledge of MS Office Suite and Adobe Suite, including at minimum: Illustrator, Excel, Word, and PowerPoint.

2) Editing and proofreading skills.

3) Problem-solving and decision-making skills.

4) Ability to handle multiple projects simultaneously, set priorities, and perform well under tight deadlines.

5) Exceptional interpersonal, oral, and written communication skills, including knowledge of grammar, punctuation, spelling, and style.

6) Strong creative, analytical, and organizational skills.

7) Commitment to providing a high level of service and working in a team environment.

8) High degree of professionalism.

9) Awareness of and dedication to maintaining program and university branding and quality.

10) Ability to handle confidential information with utmost discretion.


Education, Experience, and Certifications

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

Preferred Qualifications


1) Graduate and postdoctoral experience in the biological or physical sciences.

2) Certification in project management, web development, visual media communications, or information systems management.


1) Experience in Adobe Photoshop, InDesign, and PremierePro.

2) Proficiency in WordPress website development.

Required Documents

1) Cover Letter

2) Writing Sample

3) Resume

4) Minimum 3 references list

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application

FLSA Status


Pay Frequency


Pay Grade

Depends on Qualifications

Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


Posting Date