Operations and Planning Coordinator

University of Chicago•Chicago, IL

3d•$26 - $30

About The Position

Widely known as guardian of one of the largest academic library collections in North America, the University of Chicago Library is redefining its role as a provider of services within an increasingly open global knowledge ecosystem. We value open and equitable access to knowledge, freedom of speech and inquiry, and working in partnership within and beyond the UChicago community. We are creating a working environment that embraces innovation and respect and that celebrates and develops staff. As part of the University of Chicago, we offer a wide variety of strong benefits and programs to academics and staff. From a choice of comprehensive health plan options and wellness programs, short and long-term disability insurance, continuing education opportunities including educational assistance plans, competitive retirement plans and paid time off (vacation, personal and University holidays), we’re committed to providing benefits and a work environment that matters! We are looking for a highly motivated professional who will provide comprehensive administrative support to Library Senior Leaders under the direction of the Director of Executive Support Services. This role is responsible for maintaining a complex, high-volume calendar and overseeing logistics for large events and special projects, ensuring the coordinated and timely execution of meetings, financial processes, communications, and major initiatives. The Operations and Planning Coordinator plays a central role in supporting Library leadership by providing high-level administrative, scheduling, and project coordination support that maximizes the Dean’s effectiveness and ensures seamless execution of Library-wide communications, events, and strategic initiatives. The Operations and Planning Coordinator serves as a key connector among leadership, administrative units, and campus partners, acting as both operations lead and project manager for critical cross-unit priorities while leveraging existing knowledge to perform a wide range of essential administrative, operational, and strategic duties in support of the Library’s day-to-day operations. Success in this role requires someone who thrives in a fast-paced, deadline-driven environment, demonstrates strong communication and organizational skills, and consistently exercises professionalism and discretion when handling sensitive information.

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 2-5 years of work experience in a related job discipline.

Nice To Haves

Progressively responsible administrative experience.
Knowledge of procurement, finance, and HR systems.
Knowledge of ORACLE, GEMS, and Workday.
Demonstrated proficiency with e-mail and desktop applications, HIVE, including Windows and Microsoft Office.
Familiar with Web authoring.
Proficiency with Microsoft Office Suite, scheduling, and communication tools; experience with web publishing platforms.
Self-starter with a high level of attention to detail and accuracy.
Strong written, interpersonal, and verbal communication skills.
Proven ability to manage multiple projects simultaneously and meet tight deadlines.
Demonstrated ability to work independently while prioritizing multiple tasks effectively.
Skilled in problem-solving and using resources efficiently to resolve issues.
Handle sensitive and confidential information with discretion.

Responsibilities

Provides high-level operational, administrative, scheduling, and project coordination support to Library leadership to ensure the Dean’s time is well used and Library-wide communications and events, such as All-Staff Meeting, onboarding, celebrations, are well-planned and executed.
Manages a complex, high-volume calendar, monitoring commitments and proactively ensuring readiness for upcoming meetings, events, and deadlines.
Leads planning, logistics, and execution of Library events and special projects, coordinating event teams, adhering to budget guidelines, and managing vendor contracts and communications as the primary point of contact.
Strengthens administrative workflows, including event planning, financial processing, and communication tracking, to improve efficiency and alignment with University standards.
Supports office operations across departments, aiding teams with critical administrative and coordination tasks that enable success across units.
Resolves office problems independently; facilitates solutions and elevates complex issues to leadership for resolution when necessary.
Coordinates information and communication flow from Library leadership, ensuring timely follow-up and clear dissemination of materials.
Monitors financial processes in collaboration with the Director of Executive Support Services, ensuring accurate reporting and compliance.
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
Coordinates special projects as directed by the leader.
Prepares write ups for recommendations for operational and administrative problems.
Prepares financial and/or administrative reports.
Performs other related work as needed.