Program Coordinator of College Programs

Department

College The College

About the Department

The College

Job Summary

This role performs routine assignments related to academic, research, clinical or administrative programs.

Responsibilities

• Working closely with the Assistant Director, supports and coordinates logistics for a variety of regular and ad hoc meetings and sponsored events in the College, Collegiate Divisions and related units, including Physical Sciences Collegiate division quarterly governing committee and curricular meetings, IP and SIP welcome lunches, meetings of the faculty and unit leads, Collaborative Learning IP workshops and student activities, and the annual Midstates Symposium, among others; Office of Research and Teaching Innovations quarterly Core Conversations programming and standing unit leads meetings; and department-sponsored student activities and recruitment events such as Issues and Texts dinners, Power of Books Colloquium, and quarterly study breaks.
• Assists with planning and publicizing unit activities such as maintaining calendar of events, invitee lists, and invitations/RSVPs; reserving meeting spaces and coordinating AV and room setup; designing and circulating promotional flyers and notices; coordinating with selected vendors and related catering support staff; overseeing event setup and take-down, including printing and distributing meeting materials, arranging spaces, and maintaining event supplies; and providing onsite staffing as needed.
• Circulates post-event surveys, collates feedback, and assists with strategic planning as needed.
• Performs administrative functions under the direction of divisional administrators and associate deans.
• Initiates vendor payments, non-staff honoraria, fellowships, scholarships, stipends, and student travel reimbursements through Oracle, Concur, GEMS, and Service Now. Coordinates supplier/vendor set-up and manages updates through Service Now. Handles payment issues resolution, including check/ACH cancellation and re-issuance requests, and follows-up on outstanding payment issues. Serves as a delegate for GEMS card expenses, ensuring transactions comply with University policies.
• Produces standard and customized reports upon request.
• Facilitates submission and reviews process for student and instructor awards, including College innovation funds, Physical Sciences Teaching Prize, and the Gray Fellowship and other assigned College programs. Tracks transaction activity on awards and commitments, and communicates with awardees on available balances, use of funds, and fund expiration.
• In coordination with members of the Finance and Administration team, including the Assistant Director of College Programs, Associate Director of Facilities and Operations, and Director of College IT, assists with organizing and securely storing paper records in Harper Memorial Library and organizing and transitioning electronic records to University-preferred solutions.
• In coordination with members of the Finance and Administration team, including the Assistant Director of College Programs, Associate Director of Facilities and Operations, and Director of College IT, distributes existing and revised business processes and protocols, stores in a central repository, and coordinates periodic reviews to enhance transparency and promote accountability across the organization. As needed, creates instructions and guides for College staff.
• Analyzes program budgets and uses a moderate/high level of authority to recommend or makes budgetary recommendations.
• Interacts with faculty, researchers and staff for committee work or information.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• Working in an academic environment in a support or administrative role.
• Knowledge of the University of Chicago institutional structure.
• Planning and implementing events and programs including catering, venue selections, and registration.

Technical Skills or Knowledge:

• Strong computer skills including proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), G-Suite, Adobe Creative Cloud (Photoshop, InDesign, Acrobat), and Zoom.
• Proficiency with website/content management systems is a plus.
• Learn new software applications and tools.
• Strong verbal and written communication skills including excellent editing/proofreading ability in English.

Preferred Competencies

• Attention to detail and commitment to accuracy and confidentiality.
• Strong interpersonal skills, demonstrated initiative, and work both independently and on a team.
• Excellent customer service skills. Handle public contacts with courtesy, clarity, and diplomacy.
• Srong organizational skills; prioritize and manage concurrent tasks and projects while maintaining details and meeting deadlines.
• Excellent computer skills and use complex databases and other record keeping systems.
• Excellent written and oral communication skills.
• Develop collegial relationships. Maintain professionalism in the workplace.
• Handle sensitive and confidential situations and information with absolute discretion.
• Problem-solving skills.
• Use appropriate resources to resolve issues in a timely manner.
• Take initiative and organize and complete projects with minimal supervision.
• Adjust smoothly to administrative changes.
• Follow-up on long-range tasks.
• Manage stressful situations.
• Handle multiple assignments at any given time, often under time constraints.

Working Conditions

• Office environment.
• Fast-paced environment.
• Sit/Work at a computer for long periods of time.
• Periodic walking to other campus locations.
• Some evening and weekend work.

Application Documents

• Resume/CV (required)
• Cover Letter, which is to include your interest in this position (required)
• References Contact Information (3)(required)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$58,656.00 - $65,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

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.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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