Civic Engagement Program Coordinator

Job description

Hyde Park Campus

42625 The Institute Of Politics

About the Unit
Created in 2013 by University of Chicago alumnus David Axelrod (AB'76), the mission of the Institute of Politics (IOP) is to ignite in University of Chicago students a passion for politics, public service and civic engagement and to provide a forum for the debate and discussion of public issues. By bringing practitioners from the public arena to campus, and providing extracurricular opportunities in politics, policy, government and journalism, the non-partisan Institute seeks to open pathways for engagement and leadership to students across campus. There are four primary programmatic components of the Institute are the Fellows Program, Career Development Program, Civic Engagement Program, and Speaker Series program. The Fellows Program presents an opportunity for political practitioners, policy makers, journalists, and others engaged in politics, to be in residence at the University of Chicago for an academic quarter. The IOP sponsors a robust, paid internship program for undergraduate and graduate students, placing them in high-level settings overseas, in Washington, D.C. and at the state and local levels. The IOP's Civic Engagement programs provide pathways for students to take an active role in shaping politics and policy in their communities, via three main pillars: 1) Leadership Development Programs; 2) Student-Led Civic Engagement Projects; and 3) Political Exploration Treks. The Speaker Series hosts nationally and internationally recognized speakers on a wide variety of issues related to the mission of the IOP, with more than 1,000 speakers coming to campus from across the political spectrum, a testament to the IOP's non-partisan commitment to elevating public conversation around important contemporary issues.

Job Information

Job Summary:

The Institute of Politics seeks a highly organized, detail-oriented Program Coordinator with a passion for working with students, an interest in politics, and a commitment to excellence in the operation of its student civic engagement programs. The ideal candidate will be an energetic and talented administrator with a record of success in complex, decentralized environments where collaboration and influence management are critical to success. This position reports to the IOP's Director of Civic & Campus Engagement.

The Program Coordinator works closely with students and with the Director of Civic & Campus Engagement to provide key administrative support to the IOP's Civic Engagement programs, including expense and invoice reconciliation, processing check requests, budget and metrics tracking, third-party purchases, student-led event planning, venue booking, travel arrangements, and RSVP processes for IOP Civic Engagement programs, workshops and events. The Program Coordinator works closely with IOP staff, University colleagues, students, vendors, Fellows and guests, ensuring that programs, processes and protocols are executed with precision and professionalism at all times.


  • Oversees and supports student led programs by advising on program goals and execution, troubleshooting administrative/technical questions, assisting with access to resources such as reserving space, third party-purchases, etc.
  • Provides administrative support and coordination for student civic engagement initiatives, political treks, special projects and student leadership programs at the IOP, including Leaders of Color, Tech Team, Women in Public Service Program, and The Gate. Performs other administrative duties and assists with special projects when needed.
  • Tracks and reconciles Civic Engagement program expenses including transportation and travel costs, vendor payments and invoices to ensure accurate accounting and budget management at all times. Also administers the Civic Engagement program petty cash and check request processes.
  • Oversees the IOP's Civic Engagement Program & Finance Interns who are responsible for identifying and securing the venues, catering orders and AV arrangements necessary for the successful execution of Civic Engagement workshops, seminars, and student program meetings. Assists with student-led program leadership and Student Advisory Board (SAB) applications.
  • Assists with the planning and execution of on-site logistics, staffing and troubleshooting for Civic Engagement projects and special events. Advises student leaders on event planning and oversees and supports student led programs by attending meetings and events.
  • Makes necessary travel and logistical arrangements in support of IOP Political Exploration treks and special projects, including but not limited to an annual student visit to the Illinois state capitol and to Harvard University; international student treks; and the IOP's Bridging the Divide program. Manages RSVP and application processes for IOP treks and special programs.
  • Works with Communications staff to generate surveys that solicit regular feedback of student program participants and tracks resulting data. Collaborates with IOP partners to ensure program operations and budgets are executed fairly, transparently and accurately.

  • Strong interpersonal skills, demonstrated initiative, and the ability to work both independently and within a team.
  • Ability to multi-task, meet deadlines and work successfully in a fast-paced environment.
  • Highly organized with keen attention to detail and commitment to accuracy and confidentiality. Strong project management skills.
  • Demonstrated ability to effectively track and manage program details in an organized manner.
  • Excellent writing, research (quantitative and qualitative) and oral communication skills.
  • Ability to work successfully within the University community including students, faculty and staff.
  • Ability to work successfully with external organizations and individuals on behalf of the Institute of Politics.
  • Skilled in the use of Google Docs, Microsoft Excel and knowledge of other Microsoft Office programs.

Additional Requirements

Education, Experience and Certifications:

  • Bachelor's degree required.

  • A minimum of 1-3 years of administrative experience in student program management, campus student life, event planning, office management, or executive administrator roles is required.
  • Experience with planning and managing budgets and contracts.
  • Experience managing event logistics, including catering, venue selection, guest travel and RSVP processes.
  • Interest in, and some knowledge about politics and public policy is preferred.
  • An understanding of the University of Chicago or other university settings is also preferred.

Required Documents:
  • Resume
  • Cover Letter

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.

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?

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

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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: 5/15/2018
Application Due: 5/23/2018
Work Type: