Program Associate Jobs in Chicago, IL (NOW HIRING)

Department

College Finance and Administration

About the Department

College Finance and Administration

Job Summary

Reporting to and in close partnership with the Executive Associate Dean for Finance and Administration, the Associate Director, Academic and Program Administration provides strategic and operational oversight for assigned College programs, centers, and initiatives. The Associate Director collaborates with program leadership, faculty and instructors, students, and administrative partners to ensure efficient delivery of programmatic activities. As a team leader, the Associate Director fosters a sense of community, shares best practices, and coordinates support for a broad range of College programs, centers, and initiatives.

Responsibilities

• Manages course scheduling, course catalog listings, and instructor assignments for core sequences, majors, minors, and programs of the College, as appropriate.
• Serves as subject matter expert for academic and program requirements.
• Advises students, program participants, and other stakeholders, and responds to inquiries, as appropriate.
• Coordinates with Collegiate Masters, College Academic Advising, and the Registrar on student petitions, degree progress, and graduation honors status, as needed.
• Coordinates academic search, appointment, and renewal processes in collaboration with College Academic Human Resources, as appropriate.
• In partnership with unit leadership and College Human Resources, facilitates hiring teaching assistants, research assistants, or other student roles.
• Collaborates with College Human Resources for onboarding, timekeeping, and offboarding.
• Oversees the selection, administration, and delivery of program and College-wide awards, prizes, and incentives for students and faculty.
• Prepares annual program and unit budget submissions in collaboration with unit leadership and stakeholders.
• Tracks monthly expenses and monitors for budget variances, working closely with the Local Business Center to initiate financial transaction, procurement, and accounts payable processes.
• Plans, schedules, and manages logistics for regular and ad hoc meetings, program events, receptions, symposiums, and conferences, including event registration, vendor coordination, travel arrangements, and on-site staffing.
• Develops and implements strategies to publicize academic and program events across multiple channels, including maintenance and updates of program websites and digital platforms, in coordination with College Communications.
• Facilitates communication among faculty, students, College advisors, and other stakeholders to promote program coherence and engagement.
• Partners with College Facilities and Operations and College Information Technology to meet the physical and technology needs of the assigned programs, centers, and initiatives.
• Provides guidance and professional development opportunities to team members, fostering a culture of excellence and continuous improvement.
• Delegates tasks, monitors workload, and ensures balanced support across assigned programs, centers, and initiatives.
• Initiates and facilitates regular cross-training sessions, sharing best practices and process innovations with colleagues in College Finance and Administration.
• Promotes collaboration by encouraging team members to assist with large-scale events, College-wide initiatives, and peak periods for other units.
• Organizes and leads communities of practice and feedback forums to identify opportunities for improvement, learn from experience, and recognize achievements.
• Partners with other Finance and Administration teams (Academic HR, Facilities & Operations, HR, IT, Local Business Center) to streamline processes, coordinate support, and improve operational efficiency.
• Develops and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Manages program budgets and recommends or makes 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 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Advanced degree.

Experience:

• 5+ years of experience working in academic operations or program operations.
• Background working with students and academic appointees, including faculty, instructors, and postdocs.
• Project management experience.

Technical Skills or Knowledge:

• Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.

Preferred Competencies

• Excellent written and oral communication skills.
• Excellent interpersonal and customer service skills.
• Considerable skill in working both independently and as a team member.
• Write in the voice of another.
• Attention to detail and maintain accuracy at all times.
• Handle public contacts with courtesy, clarity, and diplomacy.
• Develop collegial relationships.
• Handle sensitive and confidential situations and information with absolute discretion.
• Work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Strategize effectively.
• Sound judgment and excellent analytic and problem-solving skills.
• Follow an issue through to its resolution.
• Use appropriate resources to resolve issues in a timely manner.
• Take initiative and organize and complete projects with minimal supervision.
• Adjust smoothly to administrative changes.
• Follow-up on long-range tasks.
• Manage stressful situations.
• Handle multiple assignments at any given time, often under time constraints.

Working Conditions

• Office environment.
• Sit for long periods of time.
• Work at a computer for long periods of time.
• Travel to various on-campus locations.
• Work at evening or weekend programs and events.

Application Documents

• Resume/CV (required)
• Cover Letter, which is to include your interest in this position (required)
• References Contact Information (3) (required)

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

$68,000.00 - $85,000.00

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.