PT Department Assistant

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

Responsibilities

• Scheduling & Logistics Coordination
• 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).
• Follow-Up & Deadline Tracking
• Track action items arising from meetings and ensure timely follow-up with relevant stakeholders.
• Maintain systems to monitor deadlines for academic, administrative, and program-related initiatives.
• Send reminders and provide status updates to Associate Deans as needed.
• Program Calendar Coordination
• Maintain and regularly update a centralized program calendar across multiple units or departments.
• Ensure alignment across academic schedules, events, and key institutional deadlines.
• Identify and flag scheduling conflicts or overlaps proactively.
• Institutional Memory & Documentation
• Maintain organized records of key decisions, processes, timelines, and historical context.
• Develop and update shared resources, trackers, and documentation to support continuity of operations.
• Serve as a point of reference for past practices, ensuring consistency and efficiency across leadership initiatives.
• General Administrative Support
• Support preparation of reports, presentations, and communications.
• Assist with data entry, document management, and administrative workflows.
• Provide ad hoc support for special projects and initiatives led by Associate Deans.

Requirements

• 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.
• Strong organizational and time management skills with the ability to prioritize multiple tasks.
• Attention to detail and accuracy.
• Proactive problem-solving and anticipation of needs.
• Discretion in handling sensitive information.
• Ability to work independently and collaboratively.
• Strong interpersonal skills and professionalism.
• Certification: Associate's degree or Bachelor's degree.