Reports to: Director, Programmatic Advancement

About the Trust

The University of Chicago Trust (the Trust) is a charitable trust in India, established in 2008 by an alumnus of The University of Chicago. The objectives of the UChicago Trust are to provide opportunities for grants to support agriculture, water, or educational programs, research programs, and activities for the betterment of India.

About EPIC India:

India faces the dual challenge of rapidly improving living standards through sustained economic growth and expanded access to reliable and affordable energy while simultaneously reducing pollution for a cleaner and healthier environment. EPIC India researchers work hand-in-hand with government and industry partners to identify innovative ideas, pilot them on the ground, and rigorously measure outcomes.

Position Description

The Operations Associate will be responsible for ensuring the seamless functioning of EPIC India’s day-to-day operations, administrative systems, and compliance processes. The role requires strong coordination capabilities and meticulous attention to detail, working closely with program teams, HR, finance, procurement, and senior leadership to ensure that all operational activities align with University of Chicago Trust (UCT) policies and audit standards.

As part of a small, mission-driven, and fast-growing team, the Operations Associate is expected to be proactive, adaptable, and comfortable taking ownership of diverse responsibilities. The role is central to maintaining operational discipline, strengthening institutional processes, and supporting the smooth execution of EPIC India’s research and programmatic initiatives.

Responsibilities

Operations Management (Procurement, vendor, contracts, compliance)

• Manage and strengthen relationships with all EPIC India vendors; ensure compliance with procurement policies as laid by UCT Operations.
• Draft, review, and maintain vendor and consulting contracts to ensure accuracy, completeness, and adherence to organizational standards.
• Oversee invoice collection, verification, documentation, and payment workflows; ensure all financial paperwork is compliant and audit ready.
• Prepare purchase orders, payment vouchers with full documentation and maintain the voucher master sheet with complete accuracy.
• Support in managing grant-related expenditure tracking, documentation, and timely disbursements to partners and vendors.
• Serve as the operations point of contact for collaborations with external partners ensuring smooth coordination of logistics, deliverables, and resource planning.
• Comply with internal UCT checklists and SOPs to ensure compliance in procurement, documentation, and operational workflows.

Administrative Management (Travel, office management, logistics)

• Coordinate domestic and international travel for staff and visitors, ensuring adherence to UCT travel policy and cost-efficiency.
• Manage office space and seating plans, book meeting rooms and office utilities.
• Maintain and regularly update EPIC India’s asset inventory, with clear tracking for audits.
• Procure and maintain inventory of office supplies, stationery, and business cards.
• Provide end-to-end logistical support for EPIC India events, workshops, conferences, and field visits.
• Adhere to Travel & Logistics Policy, incorporating vendor negotiations, safety guidelines, and cost controls.
• Lead operational planning for large-scale events across geographies, ensuring timely execution, compliance, and coordination with partners.

Human Resources Support (onboarding, recruitment coordination)

• Design and execute employee engagement initiatives such as wellness events, team-building activities, and recognition programs to improve retention and workplace culture
• Coordinate all onboarding tasks including induction schedules, IT setup, access needs, and welcome materials.
• Support recruitment cycles by drafting JDs, shortlisting candidates, setting interviews, preparing contracts, and managing exit processes.
• Build and maintain a talent pipeline for future EPIC India and academic-partner projects.

Leadership Support (calendars, documentation, strategy support)

• Provide administrative and logistical support to senior management team, including the Executive Director, and the Directors such as managing schedules, appointments, travel and expense submissions.
• Attend meetings and take notes of discussion; prepare initial drafts of minutes and summaries.
• Assist leadership in developing operational strategies for new and ongoing projects, including timelines, resource allocation, and cross-functional coordination for grant-funded initiatives.

General Office and UCT Policy Governance Support

• Ensure office policies and procedures are consistently implemented; identify gaps and recommend updates.
• Take ownership of reviewing, updating, and institutionalizing new office processes as EPIC India grows.
• Maintain the office calendar, schedule staff meetings, and support cross-team internal communications.
• Act as a liaison between operations, HR, finance, and leadership teams to ensure smooth execution of organizational priorities.
• Manage compliance requirements related to travel partners, procurement vendors, merchandise suppliers, and other project-related engagements.
• Perform other duties as assigned, with a proactive approach to identifying operational inefficiencies and proposing solutions.

Qualifications

Education

• Bachelor’s degree in Business Administration, Commerce, Management, or a related field.

Experience

• Minimum 5–7 years professional experience in operations or program administration.
• Prior experience working with academic institutions, donor-funded projects, or multi-stakeholder government partnerships.
• Experience in managing vendor relationships, procurement processes, contract administration, and financials.
• Strong understanding of organizational policies, documentation standards, and compliance procedures, including procurement and audit requirements.
• Experience coordinating large-scale events, workshops, and multi-city logistics.
• Experience handling HR processes such as onboarding, recruitment coordination, or employee engagement.

Competencies

• Understanding of general finance, budgeting, grant management, and financial tracking tools.
• Exceptional organizational and time-management skills, with the ability to manage multiple workstreams simultaneously.
• Strong written and verbal communication skills, with the ability to engage with diverse internal and external stakeholders.
• High level of attention to detail, accuracy, and a commitment to process discipline.
• Ability to work independently, take ownership, and proactively anticipate operational needs.
• Problem-solving mindset with the ability to navigate ambiguity and propose structured solutions.
• Strong sense of professional ethics, confidentiality, and integrity in handling sensitive information.
• Ability to thrive in a fast-paced, mission-driven environment with evolving priorities.
• Proficiency in MS Office, and basic project management tools.
• Demonstrated ability to manage multiple tasks and meet deadlines.

Working Conditions

• Willingness to travel as required.

Applicants must be legally authorized to work in India.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• Professional References Contact Information (3 required)

Last Date to Apply: January 15, 2026