Job Directory Project Specialist

Project Specialist
Chicago, IL

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Job Description

Please make sure to read the job posting in its entirety as it reflects both the University roles and responsibilities, followed by the specific description.

Department50600 President's Office

About the Unit

Job FamilyAdministration & 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 LevelProject Administrator (Non-Technical)

Manages all aspects of non-technical (not information technology or construction related) projects from conception to completion. Assembles teams and develops detailed work plans, schedules, project estimates, resource plans, and status reports while being the point of contact for those projects. Manages the integration of vendor tasks and tracks and reviews vendor deliverables.

P3: Requires in-depth knowledge and experience. Uses best practices and knowledge of internal or external University issues to improve products or services. Solves complex problems; takes a new perspective using existing solutions. Works independently, receives minimal guidance. Acts as a resource for colleagues with less experience.

Role ImpactIndividual Contributor

ResponsibilitiesThe job uses best practices and knowledge of non-technical (not information technology or construction related) projects from conception to completion. Assembles teams and develops detailed work plans, schedules, project estimates, resource plans, and status reports while being the point of contact for those projects.

1) Works somewhat independently to develop detailed work plans, schedules, project estimates, resource plans, and status reports. Assembles and leads a project team, assigns individual responsibilities, identifies appropriate resources needed, and develops schedules to ensure timely completion of projects., 2) Is responsible for tracking progress, conducting analysis, as well as preparing for and facilitating project meetings., 3) Acts as a resource for a project team and provides analytical guidance. Interprets complex project issues and provides analytical guidance to a project team., 4) Coordinates the successful integration of vendor tasks and tracks and reviews vendor deliverables., 5) Performs other related work as needed.

Unit-specific Responsibilities

1) The Specialist works closely with members of the staff in the Office of the President to support and advance initiatives and programs of strategic importance. The position reports to the Associate Vice President in the Office of the Executive Vice President.

2) Research, analyze, and synthesize information, and produce background materials for the AVP, EVP, and President - creating executive summaries, detailed narratives, and illustrations to effectively present a case for decision making. This aspect of the role encompasses much of its time commitment

3) Serve as the organizational backbone on select office activities, maintaining thorough and organized records, retaining detailed information about projects, and embodying best practices for maintaining a professional and systematic approach to projects

4) Work closely with AVP in developing and implementing plans and goals for diverse special projects and University initiatives

5) Manage/coordinate projects, organize materials, track action items, and ensure that deadlines are met

6) Organize meetings and provide support for committees and working groups convened by the AVP and EVP, as assigned. Draft and prepare materials for senior University leadership, including the Board of Trustees

7) Work independently daily and collaboratively often in developing solutions amid complexity

8) While this role will begin as primarily internal to the office, it offers the opportunity to adapt and grow according to the demonstrated strengths of the successful Specialist as the needs of the office evolve.

Unit-preferred Competencies

1) Impeccable attention to detail

2) High degree of technical aptitude and excellent computer skills. Proficiency with a variety of computer applications including Word, Excel, Acrobat, databases, online systems, and the ability and willingness to learn new systems quickly

3) Proficiency in Photoshop, Illustrator, and fundamentals of Adobe Creative

4) Excellent oral and written communication skills, including presentations and careful editing

5) Excellent analytical and critical thinking skills

6) Ability to manage interpersonal relationships, develop positive working relationships, and communicate with clarity and tact

7) Ability to handle sensitive and confidential situations and information with absolute discretion

8) Excellent time management skills, including ability to adaptively multitask, prioritize, and work on schedule and within deadlines

9) Ability to follow a task through to completion

10) Ability to work as a collaborative, conscientious, and dependable member of the President's staff

11) Willingness and ability to travel to campus and/or non-campus locations for University business

12) Willingness and ability to produce outside standard business hours, on occasional evenings and weekends

13) Strong judgment and discretion in seeking advice from and communicating critical updates to AVP for escalation to the EVP or President

14) Fluency in French a plus, although not required for consideration

Education, Experience, and CertificationsMinimum requirements include a college or university degree in related field.

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Preferred Qualifications


1) Master's degree


1) Minimum of 3 years progressively responsible experience.

2) Experience working in higher education.

3) Familiarity with University of Chicago systems and administrative structure.

Required Documents

1) Resume

2) Cover Letter

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

FLSA StatusExempt

Pay FrequencyMonthly

Pay GradeDepends on Qualifications

Scheduled Weekly Hours37.5

Benefits EligibleYes

Drug Test RequiredNo

Health Screen RequiredNo

Motor Vehicle Record Inquiry RequiredNo

Posting Date2019-05-16-07:00

Remove from Posting On or Before2019-11-16-08:00

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff 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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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