Administrative Program Manager

University Of Chicago Chicago , IL 60602

Posted 2 months ago


BSD ALL - Administrative Staff

About the Department

The Alliance for Clinical Trials in Oncology (Alliance) is a National Cancer Institute (NCI) sponsored research organization with over 100 member networks (over 1200 research sites). The Alliance for Clinical Trials in Oncology at the University of Chicago serves as the office for scientific protocol, administrative, regulatory and pharmaceutical affairs operations of the Alliance. The Program Administrator manages administrative operations and support, human resources and office management activities. Supervises administrative staff. Leads development of standard operating procedures, in conjunction with other Alliance managers.

Job Summary

The job manages a team of professionals responsible for the administration of academic, research, clinical or administrative programs.


  • Manage and supervise the day to day responsibilities and operations of the Chicago Office Operations and Support team, including IT, Education and Training, Reporting and Analytics, Human Resources and general administration, as assigned by CAO. Is accountable for the performance and results of Operations and Support team, including establishing annual performance goals, allocating resources, and assessing performance. Ensure staff manage and prioritize workload, meet goals and guidelines, and resolve issues in a timely and efficient manner.

  • Oversees project development and implementation of initiatives, office procedures and policies and ensures compliance. Responsible for program evaluation, tracking, policy implementation and personnel administration. Evaluate workflow and implement processes for improving overall office efficiency and productivity.

  • Ensures stability and growth of support programs by focusing on accomplishments of strategic objectives set forth by Alliance senior management. Support services include all office management, scheduling, vendor vetting and review of services, office equipment contracts, and managing office related budgets in conjunction with finance staff.

  • Adapts departmental plans and priorities to address resources and operational challenges. Decisions are guided by policies, procedures and business plan and from guidance given by CAO.

  • Oversee development of Alliance policies and standard operating procedures. Manage collaborative and integrative efforts between Alliance units, National Cancer Institute (NCI), and other health or regulatory agencies.

  • Provides technical guidance to employees and colleagues.

  • Lead Human Resources Partner for department. Manage end-to-end hiring process for the department, including preparation of job descriptions, job requisitions, postings, hiring process, performance management, accruals, and Workday. Coordinate space/office assignments for employees. Coordinate staff training programs, staff meetings and other staff functions. Maintain all human resources files and attend University HR meetings. Determine resource requirements, oversee interviewing and hiring, perform merit reviews and corrective action up to and including termination, and provide ongoing supervision, guidance and training as needed.

  • Serves as department liaison to University of Chicago and BSD Human Resources regarding labor relations issues, job postings, job classifications, employee benefits, payroll, leave administration, employee departures, policies and procedures.

  • Serves as department liaison to 125 Wacker Building Management, regarding all policies including, Lease agreement, Certificate of Insurance, Fire Safety, Building service call and charges, Stanley Security system, as well as main contact.

  • Serves as department liaison to University of Chicago and BSD Information Systems (BSDIS), including IT support, CNET creation and tracking, computer hardware and software purchases and tracking, file server maintenance and accessibility and disaster recovery (CRI).

  • Manages the dissemination, interpretation and application of program policies and recommends or makes exceptions.

  • Manages program operations and administrative functions which may include planning and scheduling, program evaluation, policy implementation, personnel administration, budget, marketing, fundraising and proposal development.

  • Performs other related work as needed

Minimum Qualifications


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

  • --

Work Experience:

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

  • --


  • --

Preferred Qualifications


  • Masters degree


  • Minimum of three years relevant and progressively responsible experience

  • Supervisory experience

  • Health Care, Public Health or Clinical Research experience

Preferred Competencies

  • Excellent interpersonal skills

  • Attention to detail

  • Strong analytical and organizational skills

  • High degree of professionalism

  • High level of efficiency

  • Ability to handle multiple tasks simultaneously and under tight deadlines

  • Ability to handle confidential information with utmost discretion

  • Proficient in Microsoft Word, Excel, Power Point

Applicant Documents

  • Resume (required)
  • Cover Letter (preferred)

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

Job Family

Administration & Management

Role Impact

People Manager

FLSA Status


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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.

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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Administrative Program Manager

University Of Chicago