Department Coordinator

University of Chicago•Hyde Park, IL

4d•Onsite

About The Position

The Department Coordinator plays a vital role in supporting the continued growth and success of the Committee on Environment, Geography and Urbanization (CEGU). As CEGU expands its academic programs, research initiatives, public events, and partnerships, this position serves as a key operational resource for faculty, students, staff, and visitors. The Department Coordinator is responsible for ensuring the effective day-to-day functioning of the unit by coordinating administrative, financial, academic, and event-related activities. This role supports the delivery of CEGU's educational mission and contributes to a high-quality experience for students, faculty, and external partners. Success in this position requires strong organizational skills, attention to detail, initiative, adaptability, and the ability to manage multiple priorities in a dynamic and collaborative academic environment. The Department Coordinator works across a broad range of activities, including financial administration, course and event support, faculty and visitor coordination, communications, and office operations, helping to advance CEGU's strategic goals and sustain its growing portfolio of programs and initiatives. The job provides specialized business support for routine office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.

Requirements

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Nice To Haves

Bachelor’s degree.
Two to four years of administrative or related professional experience, preferably in higher education.
Proficiency with Microsoft Office and cloud-based collaboration tools, such as Google Workspace, OneDrive, or Box.
Proficiency managing financial transactions and reconciliations.
Familiarity with higher education administrative systems such as Workday, Oracle, Concur, Interfolio, Stellic, or similar platforms.
Basic website and social media management experience.
Excellent written, verbal, and interpersonal communication skills.
Strong organizational, time management, and problem-solving abilities.
Demonstrated attention to detail and accuracy.
Manage multiple priorities and work independently and collaboratively.
Understanding of supporting faculty, students, and academic programs.

Responsibilities

Processes financial transactions, including honoraria, student awards, faculty research and workshop funds, reimbursements, and invoices.
Coordinates purchasing, accounts payable, reconciliations, and financial recordkeeping in accordance with University policies.
Coordinates office operations, including facilities requests, space management, supplies, and equipment needs.
Provides logistical support for courses, field trips, guest speakers, workshops, and academic events.
Supports faculty and instructional staff with course administration, Canvas updates, instructional materials, and related academic activities.
Coordinates complex travel, schedules, meetings, and reimbursements for visitors and guest faculty.
Manages multiple calendars, newsletters, contact lists, and other administrative communications.
Provides complex administrative and project support for unit leadership.
Provides administrative support for a leader.
Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary.
Coordinates information flow from leader's office.
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
Maintains the leader's calendar.
Performs other related work as needed.