Department

BSD OFA - Administration

About the Department

The University of Chicago’s Biological Sciences Division (BSD) is the largest unit of the University. Established in 1930, the BSD is comprised of faculty from the clinical and basic sciences. In this unique academic community, a unified division delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences together with outstanding patient care and world-renowned research. The BSD Office of Faculty Affairs (OFA) focuses on creating resources and expanding opportunities that support BSD faculty at all stages of career development. The OFA organizes a variety of programs and initiatives toward these goals, including training sessions, workshops, seminars, and other networking events. The scope of OFA’s programming includes faculty orientation, career development and career transitions, well-being and engagement, leadership and mentorship training, scientific communication, and awards and recognition. In addition to these activities, the Office gathers best practices and creates guidelines to provide direction for faculty development.

Job Summary

The BSD Office of Faculty Affairs seeks a motivated, and detail-oriented Program Coordinator to oversee the administrative functions and day-to-day operational needs of the office. This role will support the faculty affairs team in planning and executing faculty programs and events, ensuring smooth operations and high-quality program delivery. The successful candidate will excel in prioritization, problem-solving, and managing competing deadlines while being proficient in communication and building relationships with campus partners to effectively promote programs and initiatives. This role also involves developing marketing materials and assisting with special projects, including the collection and analysis of program metrics. The Program Coordinator may occasionally be required to work evening hours to support events. This position reports to the Associate Director in the Office of Faculty Affairs and collaborates closely with faculty, staff, and administrative partners.

Responsibilities

Organize, plan, and execute the day-to-day administration and logistics for OFA programs and events, including scheduling, communication, material preparation, and support for evening events as needed.

Support the work of various partners and faculty committees by facilitating meetings, tracking action items, maintaining effective communication, ensuring timely follow-ups, and contributing to successful program implementation and stakeholder engagement.

Builds collaborative relationships with OFA partners and stakeholders, including external vendors.

Develop marketing, printed, and electronic materials, and engage campus partners to promote events and initiatives through relationship-building and targeted outreach.

Maintain and update the OFA website to ensure accurate and current information.

Maintains the office calendar, manages correspondence, and coordinates supplies, equipment maintenance, and IT support.

Conduct research and collect, analyze, and report on program metrics to identify trends and key themes for programmatic improvement and quality.

Demonstrate a willingness to learn new technologies, software,  tools and adapt to evolving office needs.

Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.

Plans and conducts quality assurance reviews and recommends changes as appropriate.

Interacts with faculty, researchers and staff for committee work or information.

Performs other related work as needed.

Minimum Qualifications

Education:

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

Work Experience:

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

Certifications:

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Preferred Qualifications

Education:

Bachelor's or Master's degree in related field.

Experience:

University administration and/or faculty affairs/faculty professional development experience.

Experience working with faculty leaders and committees.

Flyer creation, website design, content management and user experience.

​Preferred Competencies

Demonstrates attention to detail by checking for accuracy, completeness, and thoroughness in all tasks.

Exhibits excellent written and oral communication abilities to effectively convey information to various stakeholders.

Skilled in Microsoft Office, Google Workspace (Docs, Sheets, Drive), Outlook, and Zoom, with experience managing virtual environments. Familiarity with WordPress, Mailchimp, Canva, and other administrative and time management tools is a plus. 

Demonstrates strong organizational skills by effectively prioritizing multiple responsibilities to meet deadlines.

Proactively identifies challenges, takes the initiative to recommend and implement effective solutions, and appropriately escalates issues to the relevant individuals for resolution.

Uses university systems and processes related to program administration, event planning, website management, honoraria and invoice processing. 

Demonstrates a commitment to ongoing process improvement by continuously seeking ways to enhance efficiency and effectiveness, participating in professional development opportunities and acquiring new skills as needed to meet evolving departmental and operational requirements.

Proven ability to work independently, courteously, efficiently, and tactfully, using sound judgment, in a fast-paced environment with diverse populations.

Working Conditions

Office Environment.

Campus Venues.

Evening hours will be necessary for programs and events. These are known in advance.

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

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$60,000.00 - $75,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.

 

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.

 

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.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.