Uchicago

Uchicago

Senior Program Coordinator, ICSG

Illinois: Chicago · Senior · Contract

Sponsorship not specified$59k-$63kDetected 12 days ago
Computer VisionStatisticsEmail MarketingStrategic CommunicationsCRMExcelLogisticsHRSystems EngineeringEpicResearchLeadershipCommunicationAdaptabilityOrganizational SkillsMicrosoft Office

About the role

  • This position has primary responsibility for the operational management and execution of recurring Institute seminar series and visitor-centered programming, serving as the principal coordinator for speakers, participants, and program stakeholders.
  • The ideal candidate is highly organized, proactive, collaborative, and comfortable managing multiple priorities in a fast-paced academic environment.

Responsibilities

  • Leads the coordination and logistical management of Institute visitors, including scholars, fellows, researchers, and affiliated guests, managing travel, accommodations, itineraries, meeting schedules, and campus activities.
  • Collaborates with Institute leadership, faculty, human resources, and other University offices to support visitor engagement, onboarding activities, documentation requirements, and institutional processes.
  • Maintains visitor calendars, office space assignments, internal tracking systems, and communications related to visitor programs and engagement opportunities.
  • Serves as the primary program coordinator and operational lead for recurring Institute programming, including the EPIC Weekly Seminar Series, the CSEi Monthly Seminar Series, and other recurring visitor-focused programs involving external speakers, faculty, researchers, and affiliated guests.
  • Independently manages the planning and execution of assigned seminar series and recurring programs, coordinating speaker engagement, scheduling, travel arrangements, accommodations, communications, event logistics, and program materials.
  • Partners with the Senior Event Coordinator to support Institute workshops, conferences, public programs, and special events while serving as the primary coordinator for assigned recurring seminar and visitor programs.
  • Maintains records, reports, operational documentation, and data related to visitor engagement and program participation.
  • Serves as a liaison between internal teams to support the successful coordination of Institute programming and visitor engagement activities.

Requirements

  • include a college or university degree in related field.

Nice to have

  • Background supporting academic, research, policy, or nonprofit organizations.
  • Familiarity with coordinating complex schedules, travel logistics, and stakeholder communications strongly preferred.
  • Extensive experience interfacing with OEM/EPC/subcontractors/suppliers.

Skills

  • Demonstrated ability to learn and navigate University systems and administrative processes.
  • Proficiency with Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.
  • Familiarity with event registration or CRM platforms such as Cvent.
  • Understanding of expense tracking, financial reconciliation, or administrative reporting processes.
  • Familiarity with email marketing or communications platforms is a plus.
  • Exceptional organizational skills and attention to detail.
  • Strong interpersonal and relationship management skills.
  • Manage multiple projects and competing priorities simultaneously.
  • Strong written and verbal communication skills.
  • Demonstrated initiative and work independently while collaborating across teams.
  • Exercise discretion and sound judgment in managing sensitive or confidential information.
  • Remain calm, adaptable, and solution-oriented in dynamic environments.

Compensation

  • $59,000.00 - $63,000.00 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.
  • 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.
  • Develops and maintains annual program calendars, timelines, and planning processes for assigned recurring programs, ensuring alignment with Institute priorities and stakeholder expectations.

Benefits

  • 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.
  • Benefits Eligible

Equal opportunity

  • 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.
  • Job seekers in need of a reasonable accommodation to complete the
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