Program Administrator

University of Chicago•Hyde Park, IL

21h•Onsite

About The Position

The Program Administrator serves as the principal coordinator for departmental seminar programs and events. The role requires effective project management skills and a high degree of organization. The role will also work closely with the Communication Specialist to provide backup support for website and social media activities dependent on departmental coverage needs. This position reports to the Managing Director of the Chemistry department.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Considerable knowledge of standard office practices and procedures.
Computer and technical proficiency.
Strong interpersonal and communication skills.
Project management: tracking deadlines, responsibilities, deliverables, and multiple seminars simultaneously.
Demonstrated ability to think strategically, independently develop and evaluate options, and develop solutions.
Ability to work closely and effectively with faculty and other leaders across an institution.
Demonstrated problem-solving, organization and coordination skills including attention to detail.
Ability to interact with Staff, Faculty and Students with tact and courtesy.
Able to categorize and prioritize work activities.
Basic finance management.
Able to develop and implement solutions to varied problems.
Complete numerous activities in a multi-task environment.
Effectively communicate in both written and verbal format.
Able to use a personal computer and standard software packages.
Able to maintain confidentiality.

Nice To Haves

Bachelor’s Degree in a science or business discipline.
Experience in a STEM related field or area.
Experience managing websites or developing web-based tools.

Responsibilities

Oversee departmental seminars, conferences, workshops and events across all areas of the chemistry department.
Manages the seminar calendar and publicizes events through a variety of methods.
Organizes logistics and itinerary for speakers and special guests, including but not limited to delivering invitations, arranging accommodations, travel, reimbursements.
Represents the department as a point of contact with external speakers and guests.
Manage facility scheduling for all seminar-related events and ensures all room requirements are satisfied, including but not limited to, ensuring audio-visual equipment supports issue-free presentations.
Serves as the department’s principal facility scheduler in collaboration with the Registrar’s office, department administration and building managers, to secure space reservations for department programs/events, including classes as needed.
Serves as a resource to organize logistics for special events (e.g. space reservation, communications, vendor management, catering orders, set-up, and clean-up).
Responsible for processing and tracking financial transactions such as GEMS expense reports, reimbursements and paying departmental invoices to vendors using standard university financial management systems.
Responsible for office management to include ordering and troubleshooting office equipment and maintaining office supplies.
Assists with planning and implementing program marketing activities, including the development of publications and Web site.
Gathers and analyzes data concerning program performance and writes reports.
Monitors program budgets.
As needed to support departmental operations and ensure continuity of coverage, provide backup support for website and social media activities.
Responsibilities may include partnering with and providing backup support to the Department Communications Specialist on activities related to the department website and social media.
Assume additional communications responsibilities during periods of staff absence, increased workload, or other departmental coverage needs.
Performs other related work as needed.