The Assistant Director will serve as the primary public face of the Center for the Study of Democratic Politics and will work with the Co-Directors to guide the development and management of strategies that advance the goals and objectives of the Center, and will drive and oversee their planning and implementation.
The successful candidate must have the ability to provide exceptional administrative support for the Center's priorities. The Assistant Director will oversee the Center's fellowship and other programs; plan and execute its virtual and in person events, including a weekly colloquium series and conferences/workshops as well as public events; develop and manage the administrative budget; create and manage all activities that sustain the Center's research community of faculty, fellows, postdocs, students, and other research staff; and oversee and implement all other day-to-day operations of the Center.
Responsibilities
Administration and Management
* Participate in the development and enhancement of standard operating procedures and guidelines for all matters related to the Center;
* Provide programmatic support to the Directors and coordinate the Center's research initiatives and activities to establish and achieve common goals and milestones;
* Advertise and manage undergraduate and graduate student employment, including the Center's research assistant program;
* Manage all aspects of the Center's varied student grant programs, including graduate student research grants and conference travel grants;
* Administer grants and other programming on behalf of a multi-center experimental social science research program;
* Understand and ensure the Center complies with all University policies and regulations, including financial and human resources policies.
Fellowship Programs
* Advertise for the faculty, postdoc, and undergraduate fellowship programs and expand application pool consistent with the Center's commitment to diversity and inclusion. Manage the fellowships' application processes and facilitate Executive Committee review of several hundred applications, final submission and appointment of selected candidates;
* Manage all University requirements in the hiring, on-boarding, and payroll operations related to fellowship programs;
* Manage and coordinate visits and appointments involving Center fellows, visiting scholars, student collaborators, and others;
* Build, plan, and manage all aspects of fellowship program and its processes and content, including orientation, professional development programs, and other activities.
Events
* Plan, coordinate, organize, and execute all activities of the Center, monitoring financial and scheduling constraints, including lecture series, conferences and workshops, research meetings, on-site and off-site events;
* Manage all aspects of events including catering, transportation arrangements, hotel accommodations, dining arrangements, audio-visual and remote technology, media outreach, posting and audience recruitment, and event registration;
* Interface with all guests prior to, during, and after each event - tracking response, arranging travel, and providing campus/event orientation;
* Oversee live and virtual events and act immediately to creatively resolve issues as they arise;
* Design and execute event follow-up, including editing and distribution of event recordings and other post-event products.
Budget and Financial Management
* Develop and oversee the Center's overall budget in collaboration with the Directors, including the careful and appropriate management of Center funds and resources;
* Responsible for administrative support functions and details of project management including project finance status, purchasing decisions, and maintaining accounting records for all fellows and visitors;
* Prepare Center expense reports, including reconciliation of research accounts;
* Review expense reports and resolve discrepancies as appropriate, ensuring accuracy of funding and compliance with standard accounting and audit procedures; maintain credit card management;
* Prepare and draft correspondence and written reports and analyses of the cost-effectiveness of various funding programs;
* Manage all Center accounts in Concur and PRIME.
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