Job Details | Administrative & Events Program Specialist

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University of Chicago

Location: ChicagoIL 60637 Document ID: AD315-55BU Posted on: 2019-08-1408/14/2019 Job Type: Regular

Job Schedule:Full-time
Will not pay relocation expenses
Minimum Education: High School2019-09-13
 

Administrative & Events Program Specialist

About the Unit

The M.A. Program in the Social Sciences (MAPSS), the Committee on International Relations (CIR), and the M.A. Program in Computational Social Science (Computation) invite applications for a full-time Administrative and Events Program Specialist. These three M.A. programs are the largest in the Division of Social Sciences, and currently have a combined cohort of about 400 students. The Administrative and Events Program Specialist reports to the Associate Director of MAPSS and also works closely with the Managing Director of M.A. Programs in the SSD and the Faculty Directors of MAPSS, CIR and Computation.

 

Responsibilities

Under general guidance, this individual is primarily responsible for event management, though s/he/they also performs a broad range of administrative duties for the three M.A. programs, including supporting faculty and students and managing other important aspects of program administration. 

This individual:

  1. Plans, organizes and executes events for all three M.A. programs in communication with program leadership, faculty and staff.
  2. Supports program leadership, faculty and preceptors throughout the year with administrative needs, including course management, scheduling rooms, and managing course evaluations.
  3. Supports students by connecting them with campus resources, planning and organizing student social events, and building relationships with on-campus student support services to bring services to our students. 
  4. Provides support of daily program operations, including ordering supplies, ensuring the student lounge is well-provisioned and properly maintained, making updates to program websites and maintaining program listservs.
  5. Designs and distributes alumni newsletters on a bi-annual basis and serves as the staff liaison to the MAPSS Alumni Board.

 

Unit-Specific Responsibilities

Event Management

  1. Plan, organize and execute events for the 3 M.A. programs in communication with program leadership, faculty and staff. This can include handling catering orders, coordinating with vendors, securing space, designing invitations, creating flyers or brochures, promoting events, procuring supplies, arranging transportation and ensuring clean-up for workshops, presentations, conferences, meetings and social events throughout the year. It includes keeping track of expenses and using routine procedures to ensure vendors are paid. Examples of events include staff orientation, end-of-year faculty and staff dinners, the CIR trip to Washington DC, the MAPSS midterm pizza party, Computation poster presentations and CIR second-year presentations, but other meetings and events arise throughout the year.
  1. Play a leading role in the organization and execution of major annual events such as student orientation and Campus Days.

Faculty & Program Leadership Support

  1. Support program leadership, faculty and graduate student preceptors with administrative needs throughout the year. This includes scheduling rooms for teaching and administrative use, and occasionally photocopying and/or assisting with the preparation of course materials.
  2. Serve as the designated liaison to the Registrar’s Office and manage all course scheduling for the three M.A. programs. This includes regular communication with faculty about course descriptions, times and class sizes; submitting information to the Registrar’s Office on schedule; submitting revisions when teaching plans change; and communicating with contacts at the Registrar’s Office when necessary. Schedule the use of program-designated spaces Saieh 242, Saieh 247 and Pick 118 for program needs in communication with the Registrar’s Office.
  3. Manage quarterly course evaluations for program faculty.
  4. Manage end-of-year program exit surveys and produce reports of survey results.
  5. Convey to program leadership any student, faculty or administrative/academic problems that arise.

Student Support

  1. Build and maintain relationships with on-campus offices dedicated to student support and work with those offices to bring support services to our students.
  2. In communication with program leadership, plan, organize and execute social events on a quarterly basis to sustain student engagement and morale. 
  3. Produce and send a bi-quarterly digest or newsletter to students sharing information about support services on-campus as well as upcoming events, workshops and meetings dedicated to helping students thrive emotionally and mentally while in graduate school. 
  4. Post and keep current student resources and upcoming student wellness events on the program websites.
  5. Maintain up-to-date information on campus resources and direct individual students to appropriate resources when necessary.
  6. Answer student inquiries in person, over email or by phone, redirecting students to appropriate staff or other University offices when necessary.

General Administrative

  1. Monitor the student lounge, making sure it is well-provisioned, responsibly used and properly maintained. This includes making coffee in the lounge on weekday mornings.
  2. Manage and maintain program email listservs.
  3. Maintain and update program websites as directed by program leadership.
  4. Order provisions for two kitchen spaces, order office supplies for program faculty and staff, and maintain a well-stocked cabinet of commonly used office supplies.
  5. Verify, maintain and keep current all building directories of program faculty and staff, with names, titles, office addresses and contact information.
  6. Post and keep current University announcements of interest to students on the bulletin boards in the student lounge.
  7. Assist with other general administrative tasks as needed.

Alumni Support

  1. Design and solicit content for alumni newsletters on a bi-annual basis and distribute to alumni.
  2. In collaboration with senior staff, organize and execute bi-quarterly events for the Alumni Connect program.
  3. Serve as the staff liaison to the MAPSS Alumni Board, assisting board leadership with securing space for on-campus meetings and events, and any other needs that must be completed by University staff.
  4. Monitor Alumni Board spending and follow procedures to ensure vendors are paid.

 

Unit-Preferred Competencies

  1. The Administrative and Event Program Specialist is a detail-oriented individual who performs successfully in a fast-paced and demanding work environment.
  2. This individual manages interpersonal relationships and communicates with clarity, tact and courtesy in interactions with staff, faculty, students and others.
  3. S/he/they has excellent English communication skills, both oral and written.
  4. S/he/they is able to manage multiple tasks simultaneously, identify priorities, and work independently. 
  5. This individual works effectively with supervision and as part of a team.
  6. S/he/they is able to use or learn a range of position-related software applications.
  7. Knowledge of position-related software such as Microsoft Word, Web Express, Excel, Qualtrics and the equation function of Microsoft Word is preferred.
  8. S/he/they has strong interpersonal skills, including the ability to be consistently friendly, professional, attentive and helpful.
  9. S/he/they has strong analytical and problem-solving skills.
  10. S/he/they is able to maintain confidentiality and exercise discretion in handling sensitive matters.
  11. Knowledge of academic administrative principles and procedures is preferred.

 

Education, Experience, and Certifications

  1. Minimum requirements include a college or university degree or 5-7 years in a related field.

 

Preferred Qualifications

  1. Bachelor’s degree 
  2. Excellent writing and communication skills

 

Work Location

Hyde Park campus. Core hours: 8:30 am — 5:00 pm. Occasional weekend and evening hours are required to support program events.

 

Required Documents

  1. Resume/CV
  2. Cover Letter
  3. Reference Contact Information
  4. 3-5 Page Writing Sample Preferred

 

     
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