Program Administrator at The University of Chicago in Chicago, IL

Job description

Department PSD Chemistry: Administrative Staff About the Department One of the first departments founded at the University of Chicago was the Department of Chemistry. Since its inception, the Department of Chemistry has embodied the University's central mission of excellence in both research and teaching. The University of Chicago has been the recipient of more than 73 Nobel Prize recipients, 15 of which came from the Department of Chemistry. Our current faculty has considerable strength in inorganic, organic, and physical chemistry, as well as in interdisciplinary research that delves into biology, physics, and materials science. The Department is a community of over 500, including faculty, students, postdoctoral scholars and staff. Our academic support group operates the graduate and undergraduate educational programs for the department, including 60 undergraduate Chemistry majors and nearly 300 graduate students. Close student-faculty interactions have been a hallmark of our department for over a century. These have fostered a unique intellectual environment that both ensures superb graduate education and continues to produce important and exciting scientific discoveries. Job Summary The Program Administrator serves as the principal coordinator for departmental seminar programs and events. The role requires effective project management skills and a high degree of organization. The role will also work closely with the Communication Specialist to provide backup support for website and social media activities dependent on departmental coverage needs. This position reports to the Managing Director of the Chemistry department. Responsibilities Oversee departmental seminars, conferences, workshops and events across all areas of the chemistry department. Manages the seminar calendar and publicizes events through a variety of methods. Organizes logistics and itinerary for speakers and special guests, including but not limited to delivering invitations, arranging accommodations, travel, reimbursements. Represents the department as a point of contact with external speakers and guests. Manage facility scheduling for all seminar-related events and ensures all room requirements are satisfied, including but not limited to, ensuring audio-visual equipment supports issue-free presentations. Serves as the department’s principal facility scheduler in collaboration with the Registrar’s office, department administration and building managers, to secure space reservations for department programs/events, including classes as needed. Serves as a resource to organize logistics for special events (e.g. space reservation, communications, vendor management, catering orders, set-up, and clean-up). Responsible for processing and tracking financial transactions such as GEMS expense reports, reimbursements and paying departmental invoices to vendors using standard university financial management systems. Responsible for office management to include ordering and troubleshooting office equipment and maintaining office supplies. Assists with planning and implementing program marketing activities, including the development of publications and Web site. Gathers and analyzes data concerning program performance and writes reports. Monitors program budgets. As needed to support departmental operations and ensure continuity of coverage, provide backup support for website and social media activities. Responsibilities may include partnering with and providing backup support to the Department Communications Specialist on activities related to the department website and social media. Assume additional communications responsibilities during periods of staff absence, increased workload, or other departmental coverage needs. Assists with planning and implementing program marketing activities, including the development of publications and Web site. Gathers and analyzes data concerning program performance and writes reports. Monitors program budgets. Performs other relate