MPCS Program Coordinator

University of Chicago•Illinois, IL

1d•$55,000 - $62,000•Onsite

About The Position

As a member of the MPCS team, the MPCS Program Coordinator provides broad administrative support to program leadership, faculty, staff, and students. This role serves as a key point of contact for students, visitors, and alumni, and plays an essential part in the day-to-day operations of a fast-paced, professionally-oriented graduate program. The Program Coordinator takes ownership of event logistics, financial processing, and student and faculty services, while also planning and executing alumni events across multiple cities. The ideal candidate is organized, proactive, and able to work independently with minimal supervision, exercising sound judgment and discretion in handling confidential information, while also thriving in a collaborative team environment.

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.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Experience with financial tracking or expense reporting systems.
Ability to learn and adapt to new software applications.

Nice To Haves

Experience in a higher education or academic program environment.
Experience planning and executing events, including external or multi-city events.
Experience working with faculty, students, or academic constituencies.
Experience running AV equipment for meetings or presentations.
Familiarity with GEMS, Oracle, or similar financial platforms.
Experience with CRM or student data systems (Slate or similar).
Knowledge of University of Chicago financial and computer systems.
Strong organizational skills and ability to manage multiple priorities simultaneously.
Attention to detail, particularly in financial processing and record keeping.
Excellent written and verbal communication skills.
Excellent interpersonal and customer service skills.
Ability to handle the public with courtesy, clarity, and diplomacy.
Ability to handle sensitive and confidential situations and information with absolute discretion.
Ability to work independently and exercise sound judgment with minimal supervision.
Ability to maintain composure and productivity despite competing priorities, complex problems, and tight deadlines.
Ability to take initiative and organize and complete projects with minimal supervision.
Ability to use appropriate resources to resolve issues independently.
Collaborative and flexible, able to serve as backup support across a team.
Familiarity with central administration within a complex research university environment.
Excellent problem-solving skills.

Responsibilities

Takes full ownership of MPCS event logistics including room reservations, catering selection and ordering, setup and breakdown, handout preparation, registration collection, attendance confirmation, and check-in.
Plans and executes MPCS alumni events in Chicago, Seattle, San Francisco, and New York, including venue selection, coordination, contract review, budget management, and logistics such as catering, décor, and audiovisual needs.
Plays a central role in the daily operation of the MPCS, handling a broad range of administrative, receptionist, and coordination duties, including managing the MPCS calendar, scheduling meetings, and coordinating events and activities.
Responds independently to inquiries from prospective and new students via email and phone, schedules appointments and visits for prospective students, completes data entry in Slate, and compiles information for collateral and marketing materials, as needed.
Independently works with MPCS faculty to manage classroom setup, copying, scanning, and exam proctoring.
Coordinates student affairs functions including arranging student accommodations, preparing for TA/Grader reviews, coordinating graduation gift distribution, updating student data, and responding to student inquiries.
Coordinates with the Assistant Director of Faculty Affairs to perform tasks as needed.
Handles confidential financial data and purchasing records with discretion, managing sensitive expense information independently across multiple platforms.
Responds to student requests and questions via phone or email and redirects them to the appropriate team member.
Assists MPCS students with room scheduling for meetings, studying, and class arrangements.
Monitors the Alumni Audit Request form and provides prompt replies to inquiries submitted via the mpcs-admin mailing list.
Prepares standard administrative forms and letters required by students.
Places orders for the MPCS staff and faculty, including purchasing event materials and supplies, and maintains detailed spreadsheets tracking all purchases throughout the fiscal year.
Prepares GEMS reports for faculty, staff, and students, including collecting and uploading receipts.
Completes Oracle and GEMS reports for MPCS events, supplies, and other program needs.
Tracks and updates expenses in GEMS, Oracle, and other platforms each quarter to monitor spending throughout the fiscal year.
Tracks guest responses and manages attendance on the day of the event.
Conducts post-event assessments to measure engagement and identify opportunities for improvement.
Greets and directs visitors at the MPCS reception desk.
Manages and organizes inventory of MPCS swag, collateral, supplies, and other materials.
Supports the MPCS admissions team by organizing events, collecting and shipping necessary supplies, answering questions about GEMS-related expenses, and providing information to aid in their event planning and execution.
Contributes to program projects, website maintenance, and other program activities as needed.
Supports the delivery of services to program participants and/or beneficiaries.
May interact with faculty, researchers and staff for committee work or information.
Performs other related work as needed.