Program Associate, Civic Leadership Academy (CLA)

University of Chicago•Chicago, IL

2d•Onsite

About The Position

The Program Associate will work in coordination with staff and faculty of the Civic Leadership Academy to provide administrative and project support. This role is a perfect fit for an early-career professional who is a strong multi-tasker with excellent communication and organizational skills. Supports strategy and coordinates day-to-day activities of a portfolio of programmatic initiatives and acts as primary program coordinator for the University of Chicago Civic Leadership Academy.

Requirements

College or university degree in related field.
< 2 years of work experience in a related job discipline.
Ability to learn and adapt to new technologies and platforms.
Working knowledge and experience with Microsoft Office.

Nice To Haves

Bachelor's degree in a relevant field (e.g. humanities, social sciences, etc.).
Interest in leadership development, institutional reform, and effective government topics gained through coursework, work, or internships.
Previous experience with HubSpot and Salesforce.
Experience with social media platforms.
Ability to project manage and track own portfolio of responsibilities, identifying and utilizing resources independently.
Experience working with Salesforce, Hubspot, Concur and other similar software.
Professional demeanor, including tact, discretion, and a customer service-oriented approach to the job.
Superior interpersonal and communication skills (written and verbal).
Strong organization, accuracy and planning skills (detail-oriented is a must).
High attention to detail and excellent organizational skills.
Ability to work collegially and collaboratively in a team setting.
A creative problem-solving mindset.
An exceptional work ethic and track record of personal initiative.

Responsibilities

Recruitment - create presentation materials, coordinate on-site visits, and lead biweekly virtual and in-person information sessions throughout summer.
Cohort Selection - manage Slate files, create interview rubric, recruit alumni for interview panels, book space, manage catering.
Cohort Onboarding - collect fellows’ onboarding materials, manage financial assistance requests, plan agenda and speakers for December orientation.
Curriculum support - manage liaising with guest faculty, course canvas, textbooks and class materials acquisition, prepare class agendas.
Global Practicum planning and execution - manage all aspects of the Global Practicum trip, coordinate all the logistical aspects of the program with the UChicago satellite center(s) and partners abroad.
Alumni Advisory Board - manage board’s selection process, coordinate meetings, prepare agendas, support board activities and communications, maintain board-related documentation and provide other assistance as needed.
Signature Events - collaborate with the Harris School event team to manage all technical and logistical aspects of event planning, including venue bookings, speakers engagement, registration, catering, video/photography, printed materials, etc.
Communication and marketing - serve as the primary point of contact for CLA fellows and alumni.
Budget Management - prepare documentation for budget proposals, track expenses, process tuition payments.
Supports CLA’s engagement with a variety of external stakeholders, including but not limited to civic practitioners, faculty, journalists, funders, and students.
Supports CLA’s development activity, including grant-writing and reporting.
Executes the entry of CLA data into Salesforce, working with team members to ensure maximum utility of the system.
Liaises with Harris Public Policy data partners regarding Salesforce and other data projects.
Supports the Executive Director in the day-to-day management of the program, including finances, development, operations, communications, technological infrastructure, and supervision of student workers, if applicable.
Ensures seamless coordination with Harris Public Policy and other key University and external partners.
Processes and records financial documents for CLA’s Executive Director and Faculty Director.
Coordinate meetings for CLA faculty and staff, including reserving space, coordinating across schedules, coordinating catering, and providing in-meeting technical or other support.
May initiate correspondence and other written materials under own signature or for the signature of the Executive Director.
Triages emails and telephone calls for action.
Resolve a combination of some routine and complex inquiries.
Compiles research and briefing documents for CLA Executive Director and other staff when necessary.
Ensures seamless coordination with Harris Public Policy, other key partners across campus, and external partners.
Coordinates special projects as directed by the Executive Director.
Prepares write ups for recommendations for operational and administrative problems.
Supports the onboarding of student workers and new staff.
Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
Interacts with faculty, researchers and staff for committee work or information.
Plans and conducts quality assurance reviews and recommends changes as appropriate.
Analyzes program budgets and uses a moderate/high level of authority to recommend or make budgetary recommendations.
Performs other related work as needed.