Department Programs & Calendar Coordinator

Jobtailor; Chicago (IL); On-site; USD 52,000 - 64,000; Full time

Job summary

Jobtailor in Chicago is seeking an organized Administrative Coordinator to support four Associate Deans. You will manage calendars, schedule meetings and events, coordinate logistics, and prepare materials, agendas, and communications.

The role requires 2–4 years of administrative experience (higher education preferred), strong project tracking, proficiency with Microsoft Office, and excellent written and verbal skills.

Qualifications

• Associate’s or Bachelor’s degree (or equivalent experience).
• 2–4 years of administrative or coordination experience (higher education preferred).
• Experience supporting multiple senior leaders or executives.
• Familiarity with academic calendars and university administrative processes.
• Experience with project tracking tools or shared collaboration platforms.
• Proficiency with Microsoft Office (Outlook, Excel, Word) and virtual meeting tools.
• Excellent written and verbal communication skills.

Responsibilities

• Manage complex calendars for four Associate Deans, scheduling meetings, events, and appointments across multiple stakeholders.
• Coordinate logistics for meetings, including room reservations, virtual meeting links, materials preparation, and agendas.
• Support planning and execution of internal and external events (e.g., faculty meetings, program events, retreats).
• Track action items arising from meetings and ensure timely follow-up with relevant stakeholders.
• Maintain and update a centralized program calendar across units or departments.
• Maintain organized records of key decisions, processes, timelines, and historical context.
• Provide ad hoc support for special projects and initiatives led by Associate Deans.

Skills

Excellent communication

Organizational skills

Time management

Discretion with sensitive information

Teamwork & independence

Interpersonal skills

Education

Associate/Bachelor's degree

Tools

Microsoft Office (Outlook, Excel, Word)

Virtual meeting tools (Zoom, Teams)

Job description

Jobtailor in Chicago is seeking an organized Administrative Coordinator to support four Associate Deans. You will manage calendars, schedule meetings and events, coordinate logistics, and prepare materials, agendas, and communications.

The role requires 2–4 years of administrative experience (higher education preferred), strong project tracking, proficiency with Microsoft Office, and excellent written and verbal skills.