Department Coordinator

University of Chicago; Chicago (IL); On-site; USD 34,000 - 41,000; Full time

Job summary

The University of Chicago is seeking a Department Coordinator in the Department of Music to manage day‑to‑day operations, support the Chair with scheduling and faculty processes, and coordinate events and travel. You will handle logistics, communications, and staff coordination to ensure smooth department functioning.

Responsibilities include organizing meetings, assisting new faculty, and managing budgets, space access, and publicity flow.

Qualifications

• Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four‑year degree).
• Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Responsibilities

• Supports Academic Affairs and Operations Administrator by processing GEMS expense reconciliations, payments and reimbursements; orients end-users to basic office machines; orders and maintains office supplies; sorts departmental mail and arranges shipments; works with various stakeholders to maintain up‑to‑date department directories; makes deliveries throughout campus; serves as receptionist for office suite. Functions as the primary administrator for Goodspeed Hall building access utilizing CBORD software.
• Schedules faculty meetings, preparing and organizing materials; helps orient new faculty to the department, division, and University and assists with their arrival; assists with scheduling faculty meetings and ordering lunches; supports the Chair with clerical work.
• Organizes travel arrangements, catering, and itinerary planning for faculty‑led academic and department-wide community‑building events according to budget; coordinates event‑related communication as required; serves as primary contact for department visitors; manages documentation and payment processing; reconciles event budgets; schedules rooms for events and workshops as needed; manages the department’s colloquium series including travel arrangements, day‑of hospitality, and after‑hours reception clean‑up, three Fridays per quarter.
• Supports and acts as primary time approver for various student groups, including after‑hour student hall monitors and special student outreach/working groups.
• Answers the department’s public‑facing phone line, fielding calls about concerts/programming and referring queries to another staff/faculty/chair as appropriate. Works with chair and supervisor to maintain professional appearance of public‑facing spaces, including Fulton Hall, classrooms, and Goodspeed gathering spaces.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader’s office.
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• Performs other related work as needed.

Skills

MS Office

Outlook

Word

Excel

PowerPoint

Canva

Adobe Acrobat

Printers

Cloud storage

Google Docs

Communication skills

Organization

Time management

Confidential data handling

Teamwork

Education

Bachelor’s degree

Tools

CBORD

Job description

About The Department

The Department of Music offers graduate degrees in Composition and Sound Practices, Ethnomusicology, and Music History and Theory. It is recognized as one of the premier music departments in the world for composition and the academic study of music. The Department hosts a thriving performance program encompassing four choirs, two orchestras, two jazz ensembles, a Middle East music ensemble, an early music ensemble, a wind ensemble, a South Asian music ensemble as well as programs in chamber music, piano and voice. The Department puts on numerous concerts, master classes, and performance residencies as well as a lecture series throughout the year. The Department also has professional ensembles and artists in residence, which contribute variously to undergraduate and graduate student life and study.

Job Summary

Reporting to the Academic Affairs and Operations Administrator, the Department Coordinator coordinates the day‑to‑day operations of the Department of Music and serves as the primary point of contact for the Department. Responsibilities include supporting the Department Chair with scheduling meetings; supporting faculty hiring and promotion processes by compiling materials, travel arrangements, etc.; and orienting new faculty to the department. Additionally, the Department Coordinator is responsible for executing events, including all logistics; ensuring the timely flow of publicity materials; ordering office supplies; maintaining office machines; training faculty on usage of common office technology; operational workflow; processing expenses; identifying facilities improvements, other clerical support; and directing the activity of student workers.

• Supports Academic Affairs and Operations Administrator by processing GEMS expense reconciliations, payments and reimbursements; orients end-users to basic office machines; orders and maintains office supplies; sorts departmental mail and arranges shipments; works with various stakeholders to maintain up‑to‑date department directories; makes deliveries throughout campus; serves as receptionist for office suite. Functions as the primary administrator for Goodspeed Hall building access utilizing CBORD software.
• Schedules faculty meetings, preparing and organizing materials; helps orient new faculty to the department, division, and University and assists with their arrival; assists with scheduling faculty meetings and ordering lunches; supports the Chair with clerical work.
• Organizes travel arrangements, catering, and itinerary planning for faculty‑led academic and department-wide community‑building events according to budget; coordinates event‑related communication as required; serves as primary contact for department visitors; manages documentation and payment processing; reconciles event budgets; schedules rooms for events and workshops as needed; manages the department’s colloquium series including travel arrangements, day‑of hospitality, and after‑hours reception clean‑up, three Fridays per quarter.
• Supports and acts as primary time approver for various student groups, including after‑hour student hall monitors and special student outreach/working groups.
• Answers the department’s public‑facing phone line, fielding calls about concerts/programming and referring queries to another staff/faculty/chair as appropriate. Works with chair and supervisor to maintain professional appearance of public‑facing spaces, including Fulton Hall, classrooms, and Goodspeed gathering spaces.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader’s office.
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• Performs other related work as needed.

Education

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four‑year degree).

Work Experience

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Preferred Qualifications

Education

• Bachelor’s degree.

Experience

• Exposure to higher education administration.
• Project management and event planning.
• Office management and organization
• Familiarity with the field of music.

Technical Skills or Knowledge

• Excellent computer skills, including Microsoft Office products, Outlook, Work, Excel, and PowerPoint.
• Knowledge of Canva, Adobe Acrobat, multifunction printers, Cloud storage formats, and Google Docs.

Preferred Competencies

• Strong organizational skills.
• Excellent communication and interpersonal skills.
• Work independently and as part of a team.
• Attention to detail.
• Excellent decision making and time management skills.
• Demonstrated ability to manage and maintain sensitive or confidential information.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• Three References Contact Information (preferred)

The University of Chicago uses AI‑assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

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: Hourly

FLSA Status: Non‑Exempt

Pay Range: $25.00 - $30.00

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.

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: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.