Associate Program Coordinator Jobs in Chicago, IL

Department

Harris School Civic Leadership Academy and Undergraduate Studies

About the Department

Policy with real impact doesn't evolve from ideology or intuition, or even experience. At the University of Chicago Harris School of Public Policy, developing effective public policy is a science, based on data and measurable impact. Addressing today's interconnected, global challenges requires rigorous inquiry. It also requires innovative people who will face the facts, gather data, and understand why current policies exist to improve them.
For more than 30 years, the University of Chicago Harris School of Public Policy has been steadfastly committed to serving society by advancing analysis- and evidence-informed policy. Guided by this exacting mission, our community of faculty, students, and alumni from the public, private, and nonprofit sectors are taking on the world's most important problems by using the latest tools of social science. Harris Public Policy offers a full range of degree and executive education programs and is the academic home to research centers, institutes, and labs that study and engage the public on areas such as conflict, democracy and effective government, economic and political development, education, energy and environment, health, municipal finance, public safety, social policy, and urban policy.

Job Summary

Reporting to the Executive Director, the Program Associate will work in coordination with staff and faculty of the Civic Leadership Academy to provide administrative and project support. This role is a perfect fit for an early-career professional who is a strong multi-tasker with excellent communication and organizational skills.
Supports strategy and coordinates day-to-day activities of a portfolio of programmatic initiatives and acts as primary program coordinator for the University of Chicago Civic Leadership Academy. Civic Leadership Academy responsibilities include:

Responsibilities

• Recruitment - create presentation materials, coordinate on-site visits, and lead biweekly virtual and in-person information sessions throughout summer.

• Cohort Selection - manage Slate files, create interview rubric, recruit alumni for interview panels, book space, manage catering.

• Cohort Onboarding - collect fellows' onboarding materials, manage financial assistance requests, plan agenda and speakers for December orientation.

• Curriculum support - manage liaising with guest faculty, course canvas, textbooks and class materials acquisition, prepare class agendas.

• Global Practicum planning and execution - manage all aspects of the Global Practicum trip, coordinate all the logistical aspects of the program with the UChicago satellite center(s) and partners abroad.

• Alumni Advisory Board - manage board's selection process, coordinate meetings, prepare agendas, support board activities and communications, maintain board-related documentation and provide other assistance as needed.

• Signature Events - collaborate with the Harris School event team to manage all technical and logistical aspects of event planning, including venue bookings, speakers engagement, registration, catering, video/photography, printed materials, etc.

• Communication and marketing - serve as the primary point of contact for CLA fellows and alumni.

• Budget Management - prepare documentation for budget proposals, track expenses, process tuition payments.

• Supports CLA's engagement with a variety of external stakeholders, including but not limited to civic practitioners, faculty, journalists, funders, and students.

• Supports CLA's development activity, including grant-writing and reporting.

• Executes the entry of CLA data into Salesforce, working with team members to ensure maximum utility of the system.

• Liaises with Harris Public Policy data partners regarding Salesforce and other data projects.

• Supports the Executive Director in the day-to-day management of the program, including finances, development, operations, communications, technological infrastructure, and supervision of student workers, if applicable.

• Ensures seamless coordination with Harris Public Policy and other key University and external partners.

• Processes and records financial documents for CLA's Executive Director and Faculty Director.

• Coordinate meetings for CLA faculty and staff, including reserving space, coordinating across schedules, coordinating catering, and providing in-meeting technical or other support.

• May initiate correspondence and other written materials under own signature or for the signature of the Executive Director. Triages emails and telephone calls for action. Resolve a combination of some routine and complex inquiries.

• Compiles research and briefing documents for CLA Executive Director and other staff when necessary.

• Ensures seamless coordination with Harris Public Policy, other key partners across campus, and external partners.

• Coordinates special projects as directed by the Executive Director. Prepares write ups for recommendations for operational and administrative problems.

• Supports the onboarding of student workers and new staff.

• Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.

• Interacts with faculty, researchers and staff for committee work or information.

• Plans and conducts quality assurance reviews and recommends changes as appropriate.

• Analyzes program budgets and uses a moderate/high level of authority to recommend or make budgetary recommendations.

• 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 in a relevant field (e.g. humanities, social sciences, etc.).

Experience:

• Interest in leadership development, institutional reform, and effective government topics gained through coursework, work, or internships.

Technical Skills or Knowledge:

• Ability to learn and adapt to new technologies and platforms.

• Previous experience with HubSpot and Salesforce.

• Working knowledge and experience with Microsoft Office.

• Experience with social media platforms.

Preferred Competencies

• Ability to project manage and track own portfolio of responsibilities, identifying and utilizing resources independently.

• Experience working with Salesforce, Hubspot, Concur and other similar software.

• Professional demeanor, including tact, discretion, and a customer service-oriented approach to the job.

• Superior interpersonal and communication skills (written and verbal).

• Strong organization, accuracy and planning skills (detail-oriented is a must).

• High attention to detail and excellent organizational skills.

• Ability to work collegially and collaboratively in a team setting.

• A creative problem-solving mindset.

• An exceptional work ethic and track record of personal initiative.

Working Conditions

• Willingness and ability to travel when necessary, and to work some evenings and weekends when required.

Application Documents

• Resume (required)

• Cover Letter (required)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

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

$55,000.00 - $60,000.00

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.