Program Coordinator - Cancer Center at Illinois

Laseagrant; Urbana (IL); On-site; USD 55,000 - 70,000; Full time

Job summary

The University of Illinois Urbana-Champaign’s Cancer Center at Illinois (CCIL) is hiring two Program Coordinators to manage center-level events, coordination of research and education activities, and provide administrative support. The role requires in-person campus work, occasional evenings/weekends, and involves liaising with internal and external stakeholders to ensure smooth event execution.

Applicants should have a Bachelor's degree in a related field and at least two years of professional

Qualifications

• Bachelor's degree in Hospitality, Public Relations, Marketing, Communications, Business Administration, Student Affairs, or a closely related field.
• Two (2) years of professional work experience in Administrative Assistant and/or Events Planning, Conference Management, Public Relations, Communications, or a closely related field.
• Demonstrated experience serving as a professional liaison between organizational units.

Responsibilities

• Develop and manage event planning and logistics, including timelines, budgets, vendor coordination, and post-event reporting.
• Coordinate guest speakers, travel, itineraries, and reimbursement; manage registrations and attendee communications.
• Oversee administrative operations, budgeting, purchases, and coordination with CCIL administrative leadership.

Skills

Communication

Organizational skills

Stakeholder collaboration

Education

Bachelor's degree in Hospitality, Public Relations, Marketing, Communications, Business Administration, Student Affairs, or a closely related field

Job description

Program Coordinator - Cancer Center at Illinois

Program Coordinator - Cancer Center at Illinois

This position requires in-person work on campus and may require working outside standard hours including evenings and occasional weekends.

This position is not eligible for any type of sponsorship for work authorization.

The University of Illinois Urbana–Champaign is a public land-grant research university in Illinois in the twin cities of Champaign and Urbana. It is the flagship institution of the University of Illinois system and was founded in 1867. The university serves the people of Illinois through a shared commitment to excellence in teaching, research, public engagement, economic developmentand health care. Faculty, staffand students share their knowledge, expertiseand resources with residents in every corner of the state through public service and outreach programs.

The Cancer Center at Illinois (CCIL) unites world-class faculty to uncover fundamental knowledge, innovate new technologies, and enable cancer-free lives. Our interdisciplinary expertise in science and engineering, novel educational and training experiences, and exceptional research facilities, are changing the way we take on cancer.

What we do:

• Inspire groundbreaking cancer research and technological advances using unique campus strengths in science and engineering.
• Forge multidisciplinary ties to mobilize faculty, staff, and students across campus to focus their skills and visions on cancer.
• Catalyze large interdisciplinary projects—including program project grants, training programs, and centers. Innovate new educational programs for students, professionals, and the general public.
• Partner with clinical centers and companies to drive translation and achieve economic impact while building alliances with external partners.
• Collaborate with NCI designated cancer centers to contribute to advancements across the national cancer research landscape.

Job Summary

The Cancer Center at Illinois is seeking to hire up to two Program Coordinators to be responsible for the planning, coordination, and execution of center-level, research, and education events and activities, as well as providing administrative and operations support.

Duties & Responsibilities

• Program and Event Operations
  • Develop and plan events, based on defined event concepts and design, preparing event financial forecasts, creating and managing timelines, and logistical coordination.
  • Plan for and ensure successful event execution for multiple concurrent events.
  • Coordinate venue selection, catering, and/or food preparation operations (ensuring compliance with health regulations and university policies), transportation, audio-visual equipment, parking, and other event-related logistics. This includes initiating and maintaining communications with external vendors and other entities prior to and following the event.
  • Coordinate guest speaker involvement from invitation through reimbursement, including travel, itinerary creation, and serve as the primary CCIL contact.
  • Manage guest lists, registrations, and assist with attendee communications. Secure and coordinate special guests/speakers for events and assist with troubleshooting and resolving guest issues and concerns promptly.
  • Procure the necessary resources, materials, and supplies for events using the provided purchasing methods and authority.
  • Manage and oversee events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organizing vendors.
  • Lead debriefing meetings and prepare comprehensive post-event reports, developing or updating event procedures.
• Stakeholder Communication and Event Management
  • Collaborate with internal and external stakeholders to determine event requirements and event-related communication assets and correspondence, ensuring proper CCIL approval procedures are followed.
  • Build and maintain relationships with vendors. Assist with troubleshooting and resolving vendor issues and concerns promptly.
  • Ensure adherence to financial guidelines and budgetary constraints, including contacting vendors to secure services and obtain quotes, tracking expenses, and reconciling financial records. Coordinate with the CCIL finance delegate to obtain appropriate accounting codes, purchase services and supplies that require a PO, obtain guest payments, and develop a post-event financial packet.
  • Delegate event tasks, coordinate event staffing and workflow efficiency, and foster teamwork in coordination with other CCIL operational staff and groups.
• Administrative and Operations Support
  • Develop and manage financial information in consultation with CCIL administrative leadership, faculty leaders, and staff. This includes but is not limited to monitoring transactions and reporting financial trends for individual CCIL projects, executing purchases and requisitions through Banner, iBuy, university-issued travel and purchasing cards, and the Emburse system for CCIL expenses and individual reimbursements. This includes responding to inquiries requiring the interpretation, explanation, or justification of financial policies and procedures.
  • Identification, initiation, and ongoing coordination of support systems and activities for CCIL administrative and programmatic operations.
  • Perform additional duties as assigned.

Minimum Qualifications

• Bachelor's degree in Hospitality, Public Relations, Marketing, Communications, Business Administration, Student Affairs, or a closely related field.
• Two (2) years of professional work experience as Administrative Assistant and/or in Events Planning, Conference Management, Public Relations, Communications, or a closely related field.
• Demonstrated experience serving as a professional liaison between organizational units.

Preferred Qualifications

• Experience with UIUC campus policies, procedures, and tools.
• Demonstrated experience working effectively with a broad range of stakeholders and individuals with differing perspectives and professional roles.

Knowledge, Skills and Abilities

• Ability to communicate effectively and respond appropriately to others’ needs or concerns.
• Strong organizational skills and attention to detail.
• Ability to be flexible and manage multiple tasks simultaneously.
• Experience communicating positively and professionally with diverse stakeholders.
• Working knowledge of the UIUC campus services.
• Demonstrated ability to coordinate task assignments and schedules within a large university environment.
• Knowledge and understanding of those who staff both campus and university offices.
• Skill in identifying and understanding risks and problems, evaluating alternatives, and implementing effective solutions.
• Use of good judgment and ability to seek guidance from supervisor, as necessary.
• Ability to work collaboratively and build strategic relations with colleagues, coworkers, faculty, and volunteers.

Appointment Information

This is a 100% full-time Civil Service 5002 - Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The budgeted salary range for the position is $55,000 to $70,000.Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits . This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal , or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail] .