Program Coordinator

The University of Chicago; Chicago (IL); On-site; USD 50,000 - 55,000; Full time

Job summary

A prestigious university seeks a Program Coordinator for the International House to manage public programming, support graduate student events, and enhance communications strategies. The ideal candidate will have a college degree, strong organizational and communication skills, and experience in event planning. This role involves significant interaction with diverse populations and requires a commitment to quality service.

Benefits

Health and retirement benefits

Paid time off

Qualifications

• Minimum 2 years of work experience in a related job discipline.
• Preferred: 3 years experience in higher education or administrative position.
• Ability to work independently and manage multiple projects.

Responsibilities

• Plan and coordinate events for graduate students and the public.
• Support administrative tasks related to alumni relations.
• Maintain website and manage social media communications.

Skills

Organizational skills

Communication

Customer service

Event planning

Problem solving

Education

College or university degree in related field

Bachelor’s degree focusing on global issues

Tools

MS Excel

MS Word

MS Outlook

Mailchimp

Eventbrite

Job description

Department

CSL I-House Programs and Communications

About the Department

International House at the University of Chicago is a dynamic residential and program center. Founded in 1932 by John D. Rockefeller, Jr., International House is today one of 16 members of the International Houses Worldwide network. International House brings students and scholars into a global community. Through involvement with International House, students and scholars shape the community through their participation in various programs and by initiating their own events through our Graduate Commons program. Over 100 programs are held each year for UChicago graduate students as part of the Graduate Commons Program.


In addition, International House, together with our sister houses around the world, continues to play an important role as a convenor, a source of analysis of current events, an educator, and an institution committed to furthering understanding across the broad set of communities that we serve both on the UChicago campus and around the world. As such, International House serves the greater Chicago community as a cultural and intellectual center for a wide array of public programs. Over 100 internationally focused public programs are held each year at International House as part of the Global Voices Performing Arts and Lecture Series programs. These include music and cultural performances, outreach programs with Chicago-area international organizations, collaborations with foreign consulates, and forums and debates led by distinguished guest speakers.

Job Summary

Reporting to the Associate Director, Programs and Communications, the Program Coordinator is responsible for providing event administrative support for all events at International House including public programming through the Global Voices Performing Arts and Lecture Series, programming for graduate students through the Graduate Commons Program, alumni engagement activities, and special university events, including summer programs. The Program Coordinator also plays a key role in communications, particularly as regards the International House website and social media platforms.

Responsibilities

• Help to curate, plan, coordinate and support programs and special events. Staff events and programs and help coordinate client needs onsite. Coordinate and attend a wide range of events during the day and evenings and weekends as required. Contribute to problem solving related to unforeseen issues concerning events and guests. Help ensure that all events conform to University of Chicago and special event policies as necessary with a high-level of sensitivity to customer service and enhancing relationships with partners and participants.
• Collaborate closely with the professional staff at International House and the student staff including the undergraduate Metcalf Interns to support the Global Voices Performing Arts and Lecture Series that enhances the mission of International House and contributes to the students’ positive campus experience.
• Support activities for graduate and professional school students through the Graduate Commons Program and the Global Program Fellows Internship program.
• Provide administrative support to alumni relations and development related activities and programs involving the worldwide alumni and friends’ community.
• Assist in planning, staffing, and coordination of special events, cultivation activities, and other external relations activities including alumni weekend and other alumni relations activities within International House.
• Execute a variety of administrative tasks including entering and extracting data from an event services system and database system through the Office of Alumni Relations and Development and other administrative activities and special projects which support the senior management team. Play a key role in marketing and communications, to include, website maintenance, program poster development, social media strategy and implementation, digital displays, and digital accessibility compliance. Coordinate distribution of program schedules and information related to event services. Maintain mailing lists and assist with the production of newsletters, monthly calendars, annual reports, and other correspondence.
• Help facilitate the application process for the Global Voices Metcalf Internship, the Global Program Fellows Internship, and the Graduate Fellowship Program.
• Serve as an ambassador and articulate advocate for International House and its mission within the UChicago community and beyond.
• Plans and schedules events, programs, and outreach. Coordinates event-day logistics, and performs other routine assignments with guidance from others.
• Compiles data to be used in event and program evaluation. Contributes to improvements by implementing ideas as they are identified, with general direction from others.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

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

Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degree with a preferred focus on global issues.

Experience:

• A minimum of three years of experience in higher education, in another non-profit setting, or in an administrative position.
• At least 3 years of experience working with special events or student activities.
• Demonstrated skill and knowledge of, or ability to learn quickly the internal workings of the University as well as technology tools, including MS Excel, MS Word, MS Outlook, Mailchimp, and Eventbrite.
• Excellent organizational skills.
• Ability to communicate clearly, both verbally and in writing.
• Ability to work independently with a high degree of initiative.
• Must be detail-oriented, able to work on and prioritize multiple projects, and work under pressure and meet deadlines.
• A commitment to quality and to providing the team with the most valuable service possible.
• The ability to keep information confidential is a must.
• Academic and professional commitment to work with international and/or diverse populations.

Preferred Competencies

• Exhibit resilience and optimize resources.
• Effectively manage performance.

Working Conditions

• Regular attendance and significant evening and weekend work are required.
• Some physical demands; must be able to lift and carry 35 lbs.

Application Documents

• Resume (required)
• Cover Letter (required)
• List of 3 references (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Communications

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

Salary

FLSA Status

Exempt

Pay Range

$50,000.00 - $55,000.00

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.

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.