Program Coordinator

Department
 

BSD DIV - Dean for Basic Science: Staff

About the Department
 

Established in 1930, the Biological Sciences Division (BSD) has a tripartite mission of education, research, and clinical care. In this unique academic community—the largest unit in the University—a unified BSD delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences together with outstanding patient care and world-renowned research. The BSD currently includes approximately 135 faculty in the 10 basic science departments, over 800 faculty in 13 clinical departments, and 2,400 staff members. The BSD includes the Pritzker School of Medicine (PSOM), approximately 24 academic units, degree-granting committees, and research centers and institutes. In total, the BSD is responsible for the education and training of more than 1,200 undergraduate students per year and 800 basic science graduate and medical students. The 18 doctoral training programs in biological sciences focus on Darwinian sciences, molecular biosciences, neurosciences, biomedical sciences, public health sciences, radiation physics, and the MD/PhD interdisciplinary scientist training program. Doctoral students in the BSD are supported in part by 25 National Institute of Health (NIH) training grants and NSF, NIH, and HHMI fellowships. The faculty of the BSD, led by the Master of the College, are responsible for teaching undergraduate biology courses. These courses are highly rated by students and the proportion of undergraduates majoring in biology has been increasing. Under the leadership of the University Executive Vice President for Medical Affairs and Dean of the BSD, the BSD and University of Chicago Medical Center (UCM)—a separate legal entity controlled by the University—are collectively known as the University of Chicago Medicine (UChicago Medicine or UCM). UCM oversees the finances and operations of all inpatient and ambulatory services. The UCMC medical staff is comprised of faculty physicians who receive academic appointments in the University and the clinical departments of the BSD. BSD’s patient care operations are conducted on the Hyde Park campus and in clinics located in the Chicago Land area.

Job Summary
 

The job uses best practices and knowledge of non-technical (not information technology or construction related) projects from conception to completion. Assembles teams and develops detailed work plans, schedules, project estimates, resource plans, and status reports while being the point of contact for those projects.
The Office of the Dean, Biological Sciences Division (BSD), is seeking a Program Coordinator to join the team to execute endowed awards and lectures, and to provide key staff support toward our efforts to build and sustain research programs of academic excellence in the BSD. The Program Coordinator’s efforts will include full cycle planning and implementation of events, meetings, symposium, workshops, and other research program development and strategic initiatives that engage university leadership, faculty, staff, donors, and other stakeholders.

Responsibilities

• Primary duties are organizing, coordinating, and planning operational facets of endowed awards and lectures and other related research activities.

• Develops work plan to execute programs, manages related calendar, and serves as primary contact with invited speakers and award recipients.

• Conducts research on potential speakers/award recipients.

• Writes programmatic and promotional materials which may include letters, emails, briefings, invitations, website content, event handouts, publicity, reports, social media promotions, and other communications collateral.

• Coordinates involvement of university leadership, faculty, staff, donors, and external stakeholders, as well as endowment and administrative personnel.

• Manages logistics for in-person and virtual special events, meetings, symposium, workshops, dinners, and other programs, including hotel accommodations, transportations, and other incidentals.

• Identify staffing needs, create and communicate staffing plans and timelines for events.

• Plans and manages annual budget, monitors expenditures/reimbursements and honoraria processing, and prepares financial reports.

• Keeps the Medicine and Biological Sciences Development Office contact apprised of activities related to donor stewardship.

• Is responsible for tracking progress, conducting analysis, as well as preparing for and facilitating project meetings.

• Coordinates the successful integration of vendor tasks and tracks and reviews vendor deliverables.

• Performs other related work 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 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

 

Education:

•  Degree in related field (Business, Administration, Communications, etc.).

 

Experience:

• Experience working with faculty in an academic setting and familiarity with academic values and culture.

 

Preferred Competencies

• Ability to work on multiple projects simultaneously, set priorities, and meet tight deadlines.

• Excellent communication (oral, written) and editing skills.

• Attention to detail and a commitment to providing a high level of service.

• High degree of professionalism, diplomacy skills, and ability to handle confidential information.

• Ability to interact with and win the trust and confidence of faculty and administration.  

 Application Documents

• Resume (required)

• Cover Letter (preferred)

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
 

40

Benefits Eligible
 

Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

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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