Program Coordinator

Department PSD Institute for Mathematical and Statistical Innovation: Administration and Staff About the Department The Institute for Mathematical and Statistical Innovation (IMSI) is a mathematical sciences research institute funded by the National Science Foundation. It is managed by the University of Chicago, Northwestern University, the University of Illinois at Chicago, and the University of Illinois at Urbana-Champaign, and is hosted at the University of Chicago. Job Summary This position reports to the IMSI Assistant Director and handles a diverse portfolio of responsibilities in the areas of event planning, logistics and accommodations for visitors, and other programmatic functions in support of the Executive Director and Director, staff, students and visitors in the Institute. Plans and administers institute events, including technology for remote and in-person meetings. Responsible for activities related to space, marketing, lodging and catering. Responsibilities Provides confidential administrative support to the Executive Director and Director, and others, as requested. Responsible for planning and administering institute events, such as conferences, receptions, lectures, and public events. Responsible for GEMS credit card reconciliations . Responsible for office supply ordering. Creates graphics for events including signs, flyers, social media posts, and name tags. Responsible for managing guest lists, and assists with the overall needs to make the activities successful. Runs Zoom and in-person AV technology under the guidance of the IMSI IT/AV Manager. Responsible for expense reimbursements for organizers, speakers, and attendees. Responsible for visitor reimbursement payments. Co-lead on IMSI special events. Manages logistics including securing space, lodging, catering, vendors, and other necessities. Responsible for timely invoice payments related to these events. Develop and maintain productive working relationships with faculty, staff, and students within the Institute, Physical Sciences Division, and in other University offices. Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office. May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries. Coordinates quality assurance reviews and recommends changes as appropriate. Supports the delivery of services to program participants and/or beneficiaries. Performs other related work as needed. Minimum Qualifications Education: Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree). - Work Experience: Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline. - Certifications: - Preferred Qualifications Experience: Proven ability to manage live and virtual meetings and events. Experience working in an academic setting. Experience with graphic design. Technical Skills or Knowledge: Experience with standard computer programs (e.g. Zoom, MS Office Word, and Excel, standard email and internet applications). Graphic design skills for social media posts, name tags, flyers, etc., are a plus. Preferred Competencies: Excellent organizational and communication skills. Excellent problem-solving skills. Works effectively as part of a team and independently. Ability to take initiative and organize and complete projects with minimal supervision. Attention to detail. Considerable interpersonal skill in dealing with visitors and administrative skill in dealing with attendant issues (visas, reimbursements, etc.). 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 Non-Exempt Pay Frequency Biweekly Scheduled Weekly Hours 37.5 Benefits Eligible Yes Drug Test Required No Health Screen Required No Motor Vehicle Record Inquiry Required No Posting Statement The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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. 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