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AI Data Science 4 Everyone

About the Department

Data Science 4 Everyone (DS4E) is a national initiative working to catalyze the adoption of data science and data literacy as a fundamental component of K-12 education. DS4E facilitates a broad and growing coalition of system leaders in U.S. education, seeded by support from Steven Levitt (Freakonomics), Arne Duncan (fmr. U.S. Secretary of Education), Linda Darling-Hammond (Learning Policy Institute, California State Board of Education), Eric Schmidt (fmr. CEO Google), Ken Griffin (CEO of Citadel), Scott Cook (co-founder of Intuit), and many others.

Incubated at the Center for RISC and popularized by the 2019 Freakonomics podcast America\'s Math Curriculum Doesn\'t Add Up, DS4E is quickly expanding into a new dedicated team at the University of Chicago, striving to teach students the basics of modern data across school subjects and grade-levels. Our core focus is to raise awareness and work with stakeholders across U.S. education to ensure every student is data literate by high school graduation, and can meaningfully participate in and build a data-driven future. In just 3 years, DS4E has grown data science education programs in 15 states and hundreds of schools, with numerous national partners. As a field catalyst, DS4E builds awareness with local, state, and national leaders, centralizes and disseminates resources, hosts convenings and communities of practice, creates partnerships to support and train educators across the country, and helps schools and districts design new K-12 programs for all students.

Job Summary

The Finance and Operations Assistant, reporting to the Operations Manager, ensures the smooth execution of daily operations and financial processes for Data Science 4 Everyone\'s team. This role requires a detail-oriented, proactive professional who excels in managing complex schedules, coordinating travel and events, and handling confidential information. The Finance and Operations Assistant processes invoices, tracks expenses, and supports budget management. The posiiton provides executive support to the unit Executive Director, including calendar management, travel booking, expense reporting, and general administrative tasks. The ideal candidate anticipates and addresses the needs of DS4E\'s team. This role involves liaising closely with various departments across the University of Chicago to ensure smooth business processes, financial accuracy, and operational efficiency.

This position is grant-funded for a minimum of 4 years. Additional funding may be obtained to extend the position beyond that time.

Responsibilities

Performs administrative functions with careful attention to detail, complete confidentiality, a positive attitude, and discerning judgment.

Stays updated on University policies, procedures, and regulations, and ensure compliance within the department.

Manages and prioritizes scheduling for team events, including all meeting logistics for large group scheduling with external partners (availability, location, audio/video, etc.).

Accurately maintains team calendar, informing the team of upcoming holidays, staff time off, and important events.

Makes travel arrangements for internal and external team members.

Assists with the onboarding process for new staff members.

Manages inventory for event supplies and other equipment.

Coordinates internal processes to improve workflows and operational efficiency.

Provides administrative coverage for other staff and supports special projects as needed.

Assists in triaging incoming communications, including emails to the general Data Science 4 Everyone inbox.

Assists with day-to-day financial operations, including purchase requests, procurement invoicing, and expense tracking.

Processes expense reports, maintains up-to-date financial records, and ensures budget accuracy and compliance with University policies and grant requirements.

Completes supplier setup processes for new suppliers, contractors, and stipend recipients.

Submits requests for reimbursements and payments promptly, maintaining internal documentation.

Prepares expense reports, manages the calendar, makes travel arrangements, and broadly supports the activities and administrative needs of the Executive Director.

Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader\'s office.

May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.

Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader\'s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.

Performs other rel