Senior Program Coordinator

The Senior Program Coordinator is a member of the Institute for Climate and Sustainable Growth’s Events team at the University of Chicago, and manages assigned visitor programs and recurring Institute seminar series while supporting broader Institute programming and visitor engagement activities. Reporting to the Manager, Institute Events and Visitor Program, this role greatly contributes to the coordination of Institute visitors, scholars, fellows, and affiliated researchers while supporting a range of academic and public-facing programming activities. Works closely with other members of the Events team to support the successful planning and execution of Institute events. This position has primary responsibility for the operational management and execution of recurring Institute seminar series and visitor-centered programming, serving as the principal coordinator for speakers, participants, and program stakeholders. As a senior member of the Events team, the Senior Program Coordinator collaborates across departments including Communications, Finance, Human Resources, Development, and faculty leadership to ensure seamless event operations and high-quality visitor experiences. The ideal candidate is highly organized, proactive, collaborative, and comfortable managing multiple priorities in a fast-paced academic environment. Responsibilities Leads the coordination and logistical management of Institute visitors, including scholars, fellows, researchers, and affiliated guests, managing travel, accommodations, itineraries, meeting schedules, and campus activities. Serves as the primary point of contact for visitors before and during their time at the Institute, ensuring a welcoming and professional experience. Collaborates with Institute leadership, faculty, human resources, and other University offices to support visitor engagement, onboarding activities, documentation requirements, and institutional processes. Maintains visitor calendars, office space assignments, internal tracking systems, and communications related to visitor programs and engagement opportunities. Serves as the primary program coordinator and operational lead for recurring Institute programming, including the EPIC Weekly Seminar Series, the CSEi Monthly Seminar Series, and other recurring visitor-focused programs involving external speakers, faculty, researchers, and affiliated guests. Independently manages the planning and execution of assigned seminar series and recurring programs, coordinating speaker engagement, scheduling, travel arrangements, accommodations, communications, event logistics, and program materials. Serves as the primary point of contact for seminar speakers and program participants, exercising independent judgment to resolve scheduling conflicts, logistical challenges, and program-related issues. Develops and maintains annual program calendars, timelines, and planning processes for assigned recurring programs, ensuring alignment with Institute priorities and stakeholder expectations. Partners with the Senior Event Coordinator to support Institute workshops, conferences, public programs, and special events while serving as the primary coordinator for assigned recurring seminar and visitor programs. Provides onsite operational leadership for assigned programs and events and ensures a high-quality experience for speakers, visitors, and participants. Tracks expenses related to visitor programs and events, processes invoices and reimbursements, and assists with expense reconciliation in accordance with University policies. Coordinates with the Finance team to ensure compliance with University financial procedures and documentation requirements. Maintains records, reports, operational documentation, and data related to visitor engagement and program participation. Serves as a liaison between internal teams to support the successful coordination of Institute programming and visitor engagement activities. Develops, maintains, and improves operational processes, templates, workflows, and tracking systems related to visitor and program coordination. Identifies opportunities to enhance operational efficiency and improve the visitor experience across Institute programs. Provides guidance and support to the Event Coordinator on visitor-related logistics and operational processes, as appropriate. Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries. Analyzes program budgets and uses a moderate/high level of authority to recommend or make budgetary recommendations. 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 Preferred Qualifications Education: Bachelor’s degree in business, communications, public administration, hospitality management, higher education administration, or a related field. Experience: Relevant professional experience in program coordination, visitor services, event planning, higher education administration, nonprofit operations, or related fields. Background supporting academic, research, policy, or nonprofit organizations. Familiarity with coordinating complex schedules, travel logistics, and stakeholder communications strongly preferred. Extensive experience interfacing with OEM/EPC/subcontractors/suppliers. Technical Skills or Knowledge: Demonstrated ability to learn and navigate University systems and administrative processes. Proficiency with Microsoft Office applications including Outlook, Word, Excel, and PowerPoint. Familiarity with event registration or CRM platforms such as Cvent. Understanding of expense tracking, financial reconciliation, or administrative reporting processes. Familiarity with email marketing or communications platforms is a plus. Exceptional organizational skills and attention to detail. Strong interpersonal and relationship management skills. Manage multiple projects and competing priorities simultaneously. Strong written and verbal communication skills. Demonstrated initiative and work independently while collaborating across teams. Professional, diplomatic, and service-oriented approach when working with faculty, visitors, vendors, and institutional partners. Exercise discretion and sound judgment in managing sensitive or confidential information. Remain calm, adaptable, and solution-oriented in dynamic environments. Understanding of higher education, academic research, or nonprofit organizations. Working Conditions Work some early mornings/evenings and occasional weekends. Eligible for a hybrid work schedule. The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. 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. #J-18808-Ljbffr