Music Department Operations & Events 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

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.