Program Coordinator

Job description

Hyde Park Campus

58660 CSL-Student Services

About the Unit
The University of Chicago is one of the nation's leading institutions of higher education and research. Campus and Student Life (CSL) is a division comprised of 20 departments that serve the University's more than 15,000 undergraduate, graduate, and professional school students, as well as the campus community more broadly. CSL's programs and services focus on supporting student academic success, providing opportunities for personal growth and leadership development, developing community and engagement through the residential housing and dining program, and in areas such as artistic expression, spiritual exploration, and athletic competition. The University of Chicago is located in the Hyde Park/South Kenwood neighborhood, a racially and economically diverse residential community of 43,000 people on the shores of Lake Michigan, about fifteen minutes south of downtown Chicago.

Job Information

Job Summary:

Reporting to the Assistant Vice President for Student Services, the Program Coordinator will provide a broad range of programmatic, administrative and project support. The Program Coordinator will collaborate with staff to manage projects effectively, ensuring that projects are well coordinated, adequately resourced, and successfully executed on time.

The Program Coordinator will support various administrative needs for leaders across the unit, including support for scheduling meetings. The Program Coordinator will usually be the first person visitors see when they enter the office, so the individual will need to have strong interpersonal skills and presence to greet all visitors to the space.

Responsibilities include, but are not limited to:

Coordinating and Administrative Functions

  • Support the Office of Dean of Students in the University as well as various offices across Campus and Student Life with a variety of tasks, including administrative support, payroll, program evaluation and assessment, and direct student support; programs to be supported include Student Disability Services, Student Health Insurance, Student Health and Counseling Services, Student Emergency Response, and central administrative functions, among other departments
  • Support the Student Emergency Response program by assisting with the collection and management of quarterly on-call rotation schedules
  • Ensure Dean-on-Call and other staff are appropriately designated and paid via the University's various human resources systems
  • Schedule monthly meetings for the program and logistics for meeting; space, calendaring, copies of agendas
  • Ensure proper payment for independent contractors and other vendors as necessary
  • Support the University's High Profile Events Management system, including collecting submissions of events, manage logistics for meetings, maintain database of events, staffing the meeting, and, scheduling follow-up event review meetings, among other support tasks
  • Respond to student requests and inquiries regarding areas such as health insurance, immunization requirements, among other inquiries
  • Serve in an office management capacity, ensuring office is well-maintained, including ordering of supplies, maintaining an environment that is organized and professional in appearance

Project and Event Management
  • Plan events and support event management across the unit
  • Coordinate the location and booking of spaces and training opportunities
  • Support the organization of files, resources, training materials, presentations, protocols and other documents using a variety of electronic filing methods

FERPA Requests
  • Be the primary coordinator for managing requests under the Family Educational Rights Privacy Act
  • Communicate with students regarding expectations and policies
  • Coordinate the collection of materials from pertinent offices across campus; coordinate with legal counsel regarding the inspection and redaction of materials
  • Utilize appropriate technology for dissemination of material
  • Keep up to date database of requests, ensuring timelines are met

This list is not exhaustive; other tasks will be assigned as necessary. Occasional (infrequent) evening and weekend work should be expected.

  • Excellent verbal and written communication skills.
  • Ability to communicate with clarity, tact, and courtesy.
  • Demonstrated track record of effectively managing a wide variety of projects; ability to meet deadlines and provide timely execution of assigned projects.
  • Strong research, reporting and data analysis skills.
  • Strong planning and organizational skills.
  • Ability to take initiative, solve problems and anticipate challenges before they arise.
  • Strong customer service orientation, the ability to work effectively with a wide variety of constituents, and the ability to work independently without close supervision.
  • Ability to maintain confidentiality and demonstrate judgment and discretion in the sharing of sensitive information.
  • Ability to quickly learn other software and web-based systems.

Additional Requirements

Education, Experience, and Certifications:

  • Bachelor's degree required.

  • A minimum of one to three years of experience in an administrative, project management, or similar role required.
  • The preferred candidate will be adept at managing multiple projects simultaneously and will have experience in working with senior leaders.
  • Previous experience in higher education is a plus, but is not required.

Technical Knowledge or Skills:
  • Strong proficiency in Microsoft Office applications.

Required Documents:
  • Cover letter
  • Resume
  • Business Writing Sample
  • List of References

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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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: