Program Coordinator

Department
 

IOP: Programming

About the Department
 

Created in 2013 by University of Chicago alumnus David Axelrod (AB'76), the nonpartisan Institute of Politics is committed to fostering in our students a passion for public service, meaningful dialogue and active engagement in our democracy. By bringing practitioners from the public arena to campus, and providing extracurricular opportunities in politics, policy, government and journalism, the non-partisan Institute seeks to open pathways for engagement and leadership to students across campus. This is done through the four primary programmatic components of the Institute. The Speaker Series program hosts nationally and internationally recognized speakers on a wide variety of issues related to the mission of the IOP. The Fellows Program presents an opportunity for political practitioners, policy makers, journalists, and others engaged in politics and public service, to be in residence at the University of Chicago for an academic quarter and provide weekly, extracurricular seminars to University of Chicago students. The IOP also sponsors a robust, paid internship program for undergraduate and graduate students, placing them in high-level settings overseas, in Washington, D.C. and at the state and local levels. Lastly, the IOP’s Civic Engagement programs provide pathways for students to take an active role in shaping politics and policy in their communities through leadership development programs, student-led civic engagement projects, and political exploration treks.

Job Summary
 

The Program Coordinator at the Institute of Politics (IOP) works closely with the Fellows Program and Speaker Series teams to support program operations, including catering reservations, venue booking, travel arrangements, housing logistics, RSVP processes, expense and invoice reconciliation, and metrics tracking. They also work closely with other Institute staff, key University entities, vendors, students, Fellows and guests, ensuring that seminars, events, processes and protocols are executed with precision and professionalism at all times.

Responsibilities

• Assists with on-site logistics for multiple weekly Fellows seminars and execution of office hours.

• Administers contracts and maintains relationships with vendors to ensure seamless provision of Fellows housing logistics.

• Manages accounts payables for both programs, including purchase orders and invoice payments for both programs, as well as rental payments, utility contracts, and other vendor payments. Frequently reconciles Speaker Series and various special events expenses in Concur. May occasionally assist with reconciling Fellows program seminar expenses in Concur.

• Secures and schedules cleaning services for Fellows rental units and performs other Fellows housing-related tasks.

• Assists with creating event and seminar registration webpages and managing RSVP process for Speakers Series events and Fellows seminars.

• Assists with identifying and securing external venues or catering orders for Fellows seminars when necessary. Makes necessary AV equipment arrangements when needed for the successful execution of IOP Fellows Seminars.

• Assists in the execution of quarterly Fellows orientation and wrap-up activities.

• Assists with maintaining contact and engagement data in the IOP’s CRM database related to the Speaker Series and Fellows programs, including the management and tracking of attendee data.

• May also regularly perform sophisticated data analysis of Speaker Series event data to track interests, best and worst times of day and weeks within the quarter to program events. 

• 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.

• Performs other related work and as needed.

Minimum Qualifications
 

Education:

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

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Work Experience:

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

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Certifications:

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Preferred Qualifications

Education:

• College or university degree.

Experience:

• A minimum of 2 years of experience in a related job discipline.

Technical Skills or Knowledge:

• Skilled use of Microsoft Office and Google Docs is necessary. Experience with CRM software and Adobe or Canva is a plus.

Preferred Competencies

• Highly organized with keen attention to detail and commitment to accuracy and confidentiality.

• Strong interpersonal skills, demonstrated initiative, and the ability to work both independently and within a team.

• Experience managing event logistics, including catering, venue selection, guest travel and RSVP processes.

• Ability to juggle multiple assignments, manage tight deadlines and work successfully in a fast-paced environment.

• Experience managing contracts is a plus.

• Excellent writing, research (quantitative and qualitative) and oral communication skills.

• Ability to work successfully and professionally with the University community including students, faculty and staff, as well as external individuals and organizations on behalf of the Institute of Politics.

• Interest in, and some knowledge about politics and public policy strongly preferred.

Working Conditions

• This role will perform tasks indoors in an office setting.

• Requires the ability to work independently and with a team.

Application Documents

• Resume (required)

• Cover Letter (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
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
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.

 

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