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PSD Institute for Mathematical and Statistical Innovation: Administration and Staff

About the Department

The Institute for Mathematical and Statistical Innovation (IMSI) is a mathematical sciences research institute funded by the National Science Foundation. It is managed by the University of Chicago, Northwestern University, the University of Illinois at Chicago, and the University of Illinois at Urbana-Champaign, and is hosted at the University of Chicago.

Job Summary

The IMSI Program Manager works closely with IMSI leadership and staff to successfully implement IMSI events, including workshops and special events, to fulfill the objectives of IMSI\'s NSF grant. IMSI generally hosts 18-22 workshops and special events each year, with most being five days long. The Program Manager works in all areas of event planning, from locating suitable spaces, to managing guest lists, hotel contracts, catering vendors, etc. The Program Manager also works closely with the IMSI Assistant Director to communicate with workshop and special event organizers, manage the budget, ensure that the Program Team staff complete all tasks in a timely manner, and that all visitors\' reimbursements are completed in a timely manner. The Program Manager also reviews surveys and suggests improvements to IMSI leadership.

Responsibilities

Develops and executes day-to-day event logistics, with minimal guidance from others. Cultivates and maintains relationships with vendors, organizers, and departments to support events.

Maintains list of event team tasks and ensures that team completes all tasks in a timely manner. Re-assigns event tasks based on team availability and needs. Collaborates with Assistant Director on team tasks and assignments to ensure optimal team performance. Suggests improvements to IMSI leadership, and implements approved changes.

Submits visitor funding requests to the IMSI Director and emails approved funding details to all event visitors. Reviews and approves visitor travel exception requests.

Responsible for ensuring that visitors\' email inquiries related to workshops and events are answered accurately and in a timely manner.

Maintains catering budget and orders catering for all events. Develops and maintains catering vendor relationships. Responsible for ensuring that visitor dietary needs are met.

Scouts locations for event spaces, makes recommendations to IMSI leadership, and negotiates event space contracts.

Negotiates hotel contracts for courtesy room blocks, room blocks, and catering.

Reviews event feedback surveys and suggests improvements to IMSI leadership. Responsible for implementing approved changes.

Assigns visitor reimbursements to Program Team members. Emails reimbursement instructions to funded visitors. Ensures reimbursement data needed for the IMSI annual report is entered accurately. Ensures all visitors reimbursements are submitted for processing in a timely manner. Answers team questions about funding exceptions and acceptable receipts, with assistance from the Assistant Director and the Grant Administrator.

During workshops and events, is lead \"go-to\" person for visitor and team questions. Ensures event remains on schedule. Solves most problems and inquiries that may arise, and escalates necessary issues to Leadership.

Creates a run-of-show for each event that details all activities, necessary team actions, and team coverage and substitutions when necessary. Presents run of show to team in pre-event planning meeting. Ensures building security officers have a copy.

Primary back-up for Assistant Director to communicate with workshop and event organizers, including answering logistical questions, and finding creative solutions to organizer reques s. When Assistant Director is absent, acts as the main point-of-contact for organizers.

With the IMSI Assistant Director, co-leads logistics and operations for IMSI MSIDI special events such as Infinite Possibilities Conference, Modern Mathematics Workshop, and Blackwell-Tapia.

With the IMSI Assistant Director, co-leads logistics of IMSI\'s annual 8-week summer undergraduate bootcamp, SUMSA. This includes reviewing the previous year and adjusting communications, maintaining student lists, tracking student attendance, leading the acquisition of dorms in conjunction with Summer Conferences, executing student welcome and departure events (including catering orders), and answering all student questions in a timely manner.

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.

Executes day-to-day event logistics, and other moderately comp