At the Kaplan Institute, we understand that those kinds of practical, technological breakthroughs only come from people who are not just good at technology, but good at leadership—people who are looking to drive positive change, both in their communities and in the world, and see technology as the means to do so. That is why we have created programs specifically designed to guide Illinois Tech students on a direct path to becoming Chicago’s next tech leaders. Entrepreneurial. Community-minded. Diverse. In 2024, Kaplan Institute and the office of Technology Management and Licensing ( TML ) is launching TechForward, a new initiative funded by the National Science Foundation’s Accelerating Research Translation ("ART”) program, to build capacity for translational research at Illinois Tech while developing translational research skills in our graduate and postdoctoral scholars. The Operations Specialist is an instrumental member of the TechForward team, providing administrative and communications support to the leadership team, to ensure a successful launch of this important initiative. Our goals include launching 2 training programs for graduate students, postdoctoral scholars, and working with entrepreneurs-in-residence to launch and fund a program that aims to translate research assets to the market.
As the Operations Specialist, your week will launch with a meeting with the TechForward leadership, to review the goals for the week in a project plan. You’ll then assist leadership in reaching out to the appropriate stakeholders to activate the plan. Since this program requires coordination with stakeholders within and outside the institution, you must be an excellent verbal and written communicator. You’re a great fit for this role if you love to get things done and really enjoy working with a diverse range of people, including researchers, entrepreneurs and students. You’re an ideal fit if you also happen to be passionate about tech entrepreneurship and innovation and want to learn more about how academic research gets to the market, where it can have a positive impact. Additionally, you will manage sourcing speakers and content for approximately thirty events per year, with the execution of the day-of event being managed by Illinois Tech’s Event Services team. Finally, you must have a knack for financial management, as your role will be responsible for paying all ART grant and Kaplan Institute invoices, adding new vendors to the procurement system, and ensuring all expenses are coded to the correct expense accounts.
COMMUNICATIONS
Strong communication skills, both written and verbal, to all levels of an organization is a must.
CUSTOMER SERVICE
Excellent customer service skills and relationship building skills are essential. This individual will need to lead peers in a variety of endeavors.
Special Schedule Requirements
N.A.
EEOC Statement
Illinois Institute of Technology is an EEO /AA/Title VI/Title IX/Section 504/ ADA / ADEA employer dedicated to building a community of excellence, equity, inclusion and diversity. It is committed to fostering an inclusive environment and actively seeks applications from individuals of all backgrounds and identities regardless of race, color, sex, marital status, religion, national origin, disability, age, unfavorable discharge from the military, status as a protected veteran, sexual orientation including gender identity and expression, order of protection status, and/or genetic information. All qualified applicants will receive equal consideration for employment.
Qualifications
Education & Experience
Bachelor’s degree in Business Administration or Communications preferred.
Knowledge & Skills
Skills & Abilities:
Proficient in project management – we use Notion.
Adaptability with a proactive attitude.
Interpersonal and communication skills across all levels of an organization.
Excellent organizational and time-management abilities, ensuring prompt task completion.
Ability to work under pressure.
Close attention to detail and ability to plan ahead.
Technical Proficiency:
Proficient in Microsoft Office, Google Suite, Slack, and Project Management Tools like Notion and Airtable for database management.
SUPERVISION & BUDGET AUTHORITY
No budget or supervisory authority
Physical Environment and Requirements
Office environment
Certifications and Licenses
List any certifications or licenses that are either required or helpful in performing the job, designating whether required or preferred.
N/A
Key Responsibilities
Key Responsibility
ART Project Program operations
Assist the TechForward leadership team by managing calendars, appointment requests, booking travel and delivering program administrative support including meeting note transcription, agenda preparation, space reservation, and catering arrangements.
Cultivate and sustain relationships with internal and external stakeholders to keep project moving and ensure alignment on goals across all stakeholders.
Prepare and manage marketing and e-mail communications outreach to the internal and external community.
Coordinate and schedule events related to TechForward activities including organizing the annual commercialization bootcamp.
Manage program expenditures including purchasing equipment and supplies needed by the staff and programs.
Prepare or assist in the preparation of grant-related reporting requirements including building forms, scheduling focus groups and assisting in data collection activities for program evaluation.
Monitor feedback from the program and continuously identify opportunities for improvement.
Manage website content development in collaboration with KI Marketing Manager.
Percentage Of Time
50
Key Responsibility
ART Project Recruitment and Project Management of Seed Translational Projects and Commercialization Training Operation
Assist in managing database of research projects for TechForward program and their advancement along the commercialization pipeline (2 per year).
Manage HR portal and set up interviews with job candidates to support research projects. Assist in identifying under-represented individuals from the Chicagoland area who might want to support the TechForward commercialization activities.
Assist in preparing and executing consulting contracts for entrepreneurs-in-residence, graduate and postdoctoral scholars, and other individuals involved in research translation activities.
Collect and prepare data for grant reporting purposes including scheduling focus groups for the grant evaluation team.
Assist in securing and supporting faculty engaged in delivering training programs.
Assist in recruiting graduate students to participate in our commercialization training programs both within and outside the institution.
Assist in setting up certificate programs to train graduate and postdoctoral scholars on commercialization.
Collect enrollment data and participant information for grant reporting purposes.
Percentage Of Time
25
Key Responsibility
Kaplan Institute Expense Management and Event Planning
Monitor and manage the institute’s budget, ensuring adherence to financial guidelines.
Utilize purchasing systems to order materials, equipment, and services for programs.
Recruit and process stipends for adjunct faculty, student workers and consultants.
Develop and manage annual operating budgets for each key Kaplan program.
Monitor financial performance, identify areas for improvement, and implement corrective actions.
Reconcile department purchasing credit cards (Pcards) and oversee accounts payable processes.
Maintain accurate records of revenue, expenses, donor restrictions, and pledges.
Work with Kaplan leadership and programming team to create a calendar of events every semester.
Source speakers by utilizing faculty, staff and LinkedIn and reaching out to these individuals to gauge interest, availability and, when applicable, cost.
Hosting planning meetings with speakers or panel participants for an event and assisting them with talking points (in collaboration with the marketing team).
Work with the marketing team to create content for each event’s registration page and market events at least one month in advance.
For the larger flagship events, work with Marketing Manager to create an invite list, review and finalize save-the-date, invitation text, brochures, and run-of-show documents for the events.
Communicate registration numbers to leadership, and manage on-site guest check-in.
Collaborate with the marketing manager to create engaging content for event registration pages and promote events to different audiences.
Assist in creating invite lists and reviewing event-related materials for flagship events.
Percentage Of Time
25
Posting Information
Work Hours
Monday – Friday, 8:30 a.m. – 5:00 p.m.
Position Category
Full Time
Posting Date
01/24/2024
Closing Date
Posted Until Filled
Yes
Quicklink for Posting
https://iit7.peopleadmin.com/postings/10180