Program Administrator, College Chicago Center for Teaching

Department
 

College Chicago Center for Teaching

About the Department
 

The Chicago Center for Teaching (CCT) advances teaching and learning at the University of Chicago by fostering a vibrant community of pedagogical reflection and innovation. The Center provides support for faculty, instructors, and graduate students across all disciplines through workshops, conferences, courses, learning communities, and consultation on higher education pedagogy. The CCT also works with schools, divisions, and departments to advise on teaching development initiatives and collaborates with campus partners on developing and enhancing pedagogical programs.

Job Summary
 

Reporting to the Director of the CCT, the Program Administrator manages Center operations, program support, and communications. Collaborating with CCT leadership, staff, and partners, the Program Administrator helps to facilitate program and event planning and implementation. This includes managing scheduling, publicity, and other program logistics, including registration, participant tracking, and feedback processes, coordinating with graduate student assistants, partner staff, and other collaborators as needed. An essential point of contact for CCT constituents, the Program Administrator supports CCT communications, including website updates and email communication, and cultivates excellent working partnerships across the University.
A successful candidate will have refined communication, planning, and organization skill sets. They will have an eye for detail and the experience to identify and implement best practices that promote a seamless, accessible, and flexible administrative workflow. Essential to the role is responsiveness, initiative, exceptional analytical and problem-solving skills, professionalism, diplomacy, and a dedication to advancing teaching and learning at the University.

Responsibilities

• Designs and implements logistics of small and large-scale programs and events.
• Manages registration of and outreach to attendees and produces event promotional materials.
• Negotiates charges and coordinates all services with internal and external vendors. Collaborates with event organizers on menus for meals and refreshments.
• Collaborates with campus partners to plan co-sponsored events.
• In consultation with CCT leadership, oversees participant tracking, reporting, and other data collection and dissemination, coordinating as needed with CCT graduate assistants and partner offices.
• Monitors graduate student progress in CCT certificate programs.
• Coordinates logistics of Individual Teaching Consultations (ITCs) and the CCT classroom observation and consultation program, including scheduling observations and coordinating the graduate student Teaching Consultants (TCs).
• Contributes to program assessment efforts.
• Provides other programmatic and event support as needed.
• Facilitates logistical support for CCT operations and communications.
• Creates and maintains a CCT calendar, sends reminders, and ensures deadlines are met.
• Coordinates Center communications, including drafting and disseminating regular CCT newsletter, managing the website and making updates, and submitting events to the University’s event calendar. Coordinates the drafting and distribution of program announcements. Manages membership of all distribution lists and answers or forwards all email and phone inquiries.
• Manages CCT expenses and transactions.
• Facilitates organization of the Center’s electronic files.
• Manages CCT computers and AV equipment and coordinates with IT Services for technology support.
• Works closely with CCT’s HR partner to onboard new staff and to arrange for the hiring and payment of graduate student workers.
• Monitors the CCT’s common areas and assigned offices and coordinates maintenance and repairs.
• Coordinates travel logistics and lodging for event speakers and distinguished guests.
• Provides other administrative and communications support as needed.
• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Sets and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Performs other related duties as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

---
Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:

• Bachelor’s degree.
• Master's degree.

Experience:

• Working knowledge in an academic and research-intensive environment.

Technical Skills or Knowledge:

• Proficiency in Mac and PC environments.
• Expertise in Word, Excel, Outlook, and online organizational tools.
• Familiarity with Adobe graphic design/web development environments.
• Skilled in website editing and key programs and applications, including Canvas, Microsoft Office, G-Suite, and Mailchimp.
• Strong aptitude with web and social media platforms.
• Learn new software and database tools.

Preferred Competencies

• Strong verbal and written communication skills including excellent editing/proofreading ability in English.
• Excellent computer skills and ability to use complex databases and other record keeping systems.
• Exceptional organizational skills, ability to prioritize and manage concurrent tasks with interruptions.
• Handle multiple concurrent projects in a competent and professional manner while also managing details and meeting deadlines.
• Work effectively with supervision and as a part of a team, individually, or in concert with other offices and campus partners.
• Establish good working relationships with people of different backgrounds.
• Work autonomously; at times taking initiative without detailed instructions.
• Maintain confidentiality/discretion at all times.
• Problem-solving skills.
• Attention to detail.

Working Conditions

• Office environment.
• Fast-paced environment.
• Sit at a computer for 4-6 hours.
• Periodic walking to other campus locations.

Application Documents

• Resume/CV (required)
• Cover Letter that includes interest in position (required)
• References Contact Information (3)(required)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Administration & Management

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Applicant Inquiry Form. <span>Applicant Inquiry Form</span> The University of Chicago is an Affirmative Action/ Equal Opportunity /Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

Department
 

College Chicago Center for Teaching

About the Department
 

The Chicago Center for Teaching (CCT) advances teaching and learning at the University of Chicago by fostering a vibrant community of pedagogical reflection and innovation. The Center provides support for faculty, instructors, and graduate students across all disciplines through workshops, conferences, courses, learning communities, and consultation on higher education pedagogy. The CCT also works with schools, divisions, and departments to advise on teaching development initiatives and collaborates with campus partners on developing and enhancing pedagogical programs.

Job Summary
 

Reporting to the Director of the CCT, the Program Administrator manages Center operations, program support, and communications. Collaborating with CCT leadership, staff, and partners, the Program Administrator helps to facilitate program and event planning and implementation. This includes managing scheduling, publicity, and other program logistics, including registration, participant tracking, and feedback processes, coordinating with graduate student assistants, partner staff, and other collaborators as needed. An essential point of contact for CCT constituents, the Program Administrator supports CCT communications, including website updates and email communication, and cultivates excellent working partnerships across the University.
A successful candidate will have refined communication, planning, and organization skill sets. They will have an eye for detail and the experience to identify and implement best practices that promote a seamless, accessible, and flexible administrative workflow. Essential to the role is responsiveness, initiative, exceptional analytical and problem-solving skills, professionalism, diplomacy, and a dedication to advancing teaching and learning at the University.

Responsibilities

• Designs and implements logistics of small and large-scale programs and events.
• Manages registration of and outreach to attendees and produces event promotional materials.
• Negotiates charges and coordinates all services with internal and external vendors. Collaborates with event organizers on menus for meals and refreshments.
• Collaborates with campus partners to plan co-sponsored events.
• In consultation with CCT leadership, oversees participant tracking, reporting, and other data collection and dissemination, coordinating as needed with CCT graduate assistants and partner offices.
• Monitors graduate student progress in CCT certificate programs.
• Coordinates logistics of Individual Teaching Consultations (ITCs) and the CCT classroom observation and consultation program, including scheduling observations and coordinating the graduate student Teaching Consultants (TCs).
• Contributes to program assessment efforts.
• Provides other programmatic and event support as needed.
• Facilitates logistical support for CCT operations and communications.
• Creates and maintains a CCT calendar, sends reminders, and ensures deadlines are met.
• Coordinates Center communications, including drafting and disseminating regular CCT newsletter, managing the website and making updates, and submitting events to the University’s event calendar. Coordinates the drafting and distribution of program announcements. Manages membership of all distribution lists and answers or forwards all email and phone inquiries.
• Manages CCT expenses and transactions.
• Facilitates organization of the Center’s electronic files.
• Manages CCT computers and AV equipment and coordinates with IT Services for technology support.
• Works closely with CCT’s HR partner to onboard new staff and to arrange for the hiring and payment of graduate student workers.
• Monitors the CCT’s common areas and assigned offices and coordinates maintenance and repairs.
• Coordinates travel logistics and lodging for event speakers and distinguished guests.
• Provides other administrative and communications support as needed.
• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Sets and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Performs other related duties as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

---
Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:

• Bachelor’s degree.
• Master's degree.

Experience:

• Working knowledge in an academic and research-intensive environment.

Technical Skills or Knowledge:

• Proficiency in Mac and PC environments.
• Expertise in Word, Excel, Outlook, and online organizational tools.
• Familiarity with Adobe graphic design/web development environments.
• Skilled in website editing and key programs and applications, including Canvas, Microsoft Office, G-Suite, and Mailchimp.
• Strong aptitude with web and social media platforms.
• Learn new software and database tools.

Preferred Competencies

• Strong verbal and written communication skills including excellent editing/proofreading ability in English.
• Excellent computer skills and ability to use complex databases and other record keeping systems.
• Exceptional organizational skills, ability to prioritize and manage concurrent tasks with interruptions.
• Handle multiple concurrent projects in a competent and professional manner while also managing details and meeting deadlines.
• Work effectively with supervision and as a part of a team, individually, or in concert with other offices and campus partners.
• Establish good working relationships with people of different backgrounds.
• Work autonomously; at times taking initiative without detailed instructions.
• Maintain confidentiality/discretion at all times.
• Problem-solving skills.
• Attention to detail.

Working Conditions

• Office environment.
• Fast-paced environment.
• Sit at a computer for 4-6 hours.
• Periodic walking to other campus locations.

Application Documents

• Resume/CV (required)
• Cover Letter that includes interest in position (required)
• References Contact Information (3)(required)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Administration & Management

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Applicant Inquiry Form. <span>Applicant Inquiry Form</span> The University of Chicago is an Affirmative Action/ Equal Opportunity /Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.