Project Manager (Ci3 Design Thinking Lab)

Job description

Hyde Park Campus

20123 Ob & Gynecology

About the Unit
In the Design Thinking Lab we engage youth in redesigning and solving problems they identify. Ci3's research, policy, and communications programs collaborate with each of our labs. Our goal is to build the evidence for programs, practices and policies that improve the sexual and reproductive health of youth.

Job Information

Job Summary:

The Design Thinking Lab Project Manager will support the activities and complex workflows of an interdisciplinary, matrixed team. At its core, design practice is about bringing structure to ambiguity and refining new concepts through iterative making and testing. The fluidity of design practice means the Lab team relies on (1) strong, ongoing, real-time communication among each other and other internal and external stakeholders, and (2) basic infrastructures to support the team as the design process unfolds -- the Project Manager plays an essential part in making sure these two core functions are working for the team.


Project Management - 50%

  • Work proactively and take initiative to support the varying needs of the Design Thinking Lab team.
  • Collaborate with multiple entities within the Division of Biological Sciences, UChicago at-large, and external collaborators.
  • Support the cultivation of relationships with internal and external stakeholders that allow us to navigate/advance the work of the Lab
  • Create and maintain an organized and team-centered system of tracking, monitoring, and prioritizing tasks and projects.
  • Regularly connect with team members to assess shifting priorities; continually re-assess and re-prioritize, and then communicate shifting workflows as they evolve
  • Negotiate levels of involvement and information across stakeholders to move project forward effectively and efficiently
  • Assist in scheduling, planning, implementation, and follow-up related to Design Thinking Lab events, such as meetings, design workshops, trainings, conferences, and presentations. This will include reserving space, engaging and managing caterers, photographers and other vendors, as well as coordinating arrangements for participants, handling logistics, preparing, disseminating materials.
  • Maintain Design Thinking Lab calendar that is accessible to both internal and external
  • Schedule a high volume of appointments and meetings, managing complex calendars, and domestic and international travel arrangements.
  • Create, update, and/or maintain organized files and records.
  • Compile and process expense reports, reimbursements, and contractor / vendor payments.
  • Manage part-time student workers and interns.

Service Delivery and Team Support - 25%
  • Regular communication with project partners involved in service delivery (i.e., institutional leadership, providers, school administrators, among others) to identify and track unmet needs, pain points, opportunity spaces; and help identify appropriate responses with Lab team (e.g., communication asset, training, etc.)
  • Regularly communicate with clinical team members to understand emerging needs and work with the team to identify resources (e.g., vendors, suppliers, software platforms) to meet these needs
  • Coordinate the activities of the Adolescent Sexual and Reproductive Health (ASRH) Learning Collaborative
  • Working from existing templates, draft Memoranda of Understanding, invoices, and other partner-facing documents to codify working relationships between institutions
  • Working from existing templates, co-produce service delivery protocols that codify the ways in which care is provided such that the ASRH model of care can be implemented with fidelity (e.g. Nexplanon protocol)
  • Maintain inventory of contraceptive methods and restock supplies so they do not run low or expire.
  • Maintain inventory of communication assets (e.g., flyers, posters, model contraceptive methods, etc.) and restock supplies before they run low.

Communications - 20%
  • Coordinate communication and workflows between the Ci3 Communications team and the Design Thinking Lab to ensure timely delivery of communication assets and lab inquiries from the media or via the Ci3 website.
  • Produce and distribute weekly project updates for Principal Investigator(s)
  • Take, refine and distribute minutes of Lab-related meetings; incorporate action items into team project tracking system
  • Co-produce quarterly lab newsletter for distribution to funders, collaborators, and community stakeholders
  • Draft lab blog posts for Ci3 website

Other Functions - 5%
  • Monitors and replenishes Design Thinking Lab supplies.
  • Monitors and maintains Design Thinking Lab equipment.
  • Coordinate production of lab assets (print, 3D, video, digital)
  • Other tasks as needed.

  • Collaborative
  • Highly organized – enjoys navigating ambiguity and bringing structure where there is none
  • Skilled communicator – excellent oral and written communication skills in an environment requiring diplomacy
  • Takes initiative

Additional Requirements

Education, Experience and Certifications:

  • Bachelor's degree and a minimum of two years of related experience OR a minimum of five years of related experience required.

  • Preference for individuals who have experience supporting human-centered design teams.
  • A minimum of two (2) years of experience working in a fast-paced office setting at a university or service-oriented field required.

Technical Knowledge or Skills:
  • Demonstrated proficiency with MSWord, Outlook, Excel, and PowerPoint is required.
  • Familiarity Adobe Creative Suite, specifically InDesign.

Required Documents:
  • Resume/CV
  • Cover Letter
  • Reference Contact Information

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualification

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Background Check Required?


Posting Date

Remove from Posting On or Before

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.

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Full time

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

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Job No:
Posted: 2/21/2018
Application Due: 4/22/2018
Work Type: