Program Event Coordinator Jobs in Chicago, IL (NOW HIRING)

Department

Climate Institute Events

About the Department

The University of Chicago Institute for Climate and Sustainable Growth (ICSG) is a groundbreaking initiative that brings together faculty from across the University to advance society's understanding of our energy and climate future. ICSG integrates insights into energy markets and policy, climate systems engineering, and energy technology to generate transformative ideas, while also fostering the next generation of energy and climate leaders through innovative educational programs.

Job Summary

The Senior Program Coordinator is a member of the Institute for Climate and Sustainable Growth's Events team at the University of Chicago, and manages assigned visitor programs and recurring Institute seminar series while supporting broader Institute programming and visitor engagement activities. Reporting to the Manager, Institute Events and Visitor Program, this role greatly contributes to the coordination of Institute visitors, scholars, fellows, and affiliated researchers while supporting a range of academic and public-facing programming activities. Works closely with other members of the Events team to support the successful planning and execution of Institute events.
This position has primary responsibility for the operational management and execution of recurring Institute seminar series and visitor-centered programming, serving as the principal coordinator for speakers, participants, and program stakeholders. As a senior member of the Events team, the Senior Program Coordinator collaborates across departments including Communications, Finance, Human Resources, Development, and faculty leadership to ensure seamless event operations and high-quality visitor experiences. The ideal candidate is highly organized, proactive, collaborative, and comfortable managing multiple priorities in a fast-paced academic environment.

Responsibilities

• Leads the coordination and logistical management of Institute visitors, including scholars, fellows, researchers, and affiliated guests, managing travel, accommodations, itineraries, meeting schedules, and campus activities.
• Serves as the primary point of contact for visitors before and during their time at the Institute, ensuring a welcoming and professional experience.
• Collaborates with Institute leadership, faculty, human resources, and other University offices to support visitor engagement, onboarding activities, documentation requirements, and institutional processes.
• Maintains visitor calendars, office space assignments, internal tracking systems, and communications related to visitor programs and engagement opportunities.
• Serves as the primary program coordinator and operational lead for recurring Institute programming, including the EPIC Weekly Seminar Series, the CSEi Monthly Seminar Series, and other recurring visitor-focused programs involving external speakers, faculty, researchers, and affiliated guests.
• Independently manages the planning and execution of assigned seminar series and recurring programs, coordinating speaker engagement, scheduling, travel arrangements, accommodations, communications, event logistics, and program materials.
• Serves as the primary point of contact for seminar speakers and program participants, exercising independent judgment to resolve scheduling conflicts, logistical challenges, and program-related issues.
• Develops and maintains annual program calendars, timelines, and planning processes for assigned recurring programs, ensuring alignment with Institute priorities and stakeholder expectations.
• Partners with the Senior Event Coordinator to support Institute workshops, conferences, public programs, and special events while serving as the primary coordinator for assigned recurring seminar and visitor programs.
• Provides onsite operational leadership for assigned programs and events and ensures a high-quality experience for speakers, visitors, and participants.
• Tracks expenses related to visitor programs and events, processes invoices and reimbursements, and assists with expense reconciliation in accordance with University policies.
• Coordinates with the Finance team to ensure compliance with University financial procedures and documentation requirements.
• Maintains records, reports, operational documentation, and data related to visitor engagement and program participation.
• Serves as a liaison between internal teams to support the successful coordination of Institute programming and visitor engagement activities.
• Develops, maintains, and improves operational processes, templates, workflows, and tracking systems related to visitor and program coordination.
• Identifies opportunities to enhance operational efficiency and improve the visitor experience across Institute programs.
• Provides guidance and support to the Event Coordinator on visitor-related logistics and operational processes, as appropriate.
• Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Analyzes program budgets and uses a moderate/high level of authority to recommend or makes budgetary recommendations.
• Interacts with faculty, researchers and staff for committee work or information.
• 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 business, communications, public administration, hospitality management, higher education administration, or a related field.

Experience:

• Relevant professional experience in program coordination, visitor services, event planning, higher education administration, nonprofit operations, or related fields.
• Background supporting academic, research, policy, or nonprofit organizations.
• Familiarity with coordinating complex schedules, travel logistics, and stakeholder communications strongly preferred.
• Extensive experience interfacing with OEM/EPC/subcontractors/suppliers.

Technical Skills or Knowledge:

• Demonstrated ability to learn and navigate University systems and administrative processes.
• Proficiency with Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.
• Familiarity with event registration or CRM platforms such as Cvent.
• Understanding of expense tracking, financial reconciliation, or administrative reporting processes.
• Familiarity with email marketing or communications platforms is a plus.

Preferred Competencies

• Exceptional organizational skills and attention to detail.
• Strong interpersonal and relationship management skills.
• Manage multiple projects and competing priorities simultaneously.
• Strong written and verbal communication skills.
• Demonstrated initiative and work independently while collaborating across teams.
• Professional, diplomatic, and service-oriented approach when working with faculty, visitors, vendors, and institutional partners.
• Exercise discretion and sound judgment in managing sensitive or confidential information.
• Remain calm, adaptable, and solution-oriented in dynamic environments.
• Understanding of higher education, academic research, or nonprofit organizations.

Working Conditions

• Work some early mornings/evenings and occasional weekends.
• Eligible for a hybrid work schedule.

Application Documents

• Resume/CV (required)
• Cover Letter describing why the applicant is interested in and qualified for this specific position (required)
• Three Professional References Contact Information (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

$59,000.00 - $63,000.00

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.