Administrative Coordinator

Department

ADV Financial Operations and Administration

About the Department

The Advancement Office engages alumni (~220k), current students, parents and friends of the University through intellectual, professional and social activities on campus, around the world and online. Advancement raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.

The Advancement Operations department builds and sustains the infrastructure essential for Advancement at the University, with a focus on people, systems, and data. As a dynamic and forward-thinking enterprise, the department champions innovation and excellence while fostering a world-class team committed to advancing the University's mission. The department comprises several specialized teams: Strategic Planning and Campaign, Gift Management, Analytics and Technology Solutions, Prospect Development and Decision Support, Financial Operations and Administration, and People and Culture. Together, these teams work collaboratively to ensure the success and continued growth of the University's fundraising and engagement efforts.

The Financial Operations and Facilities team is responsible for managing the finances and physical infrastructure of ARD. This team oversees budgeting, financial reporting, unit forecasting, procurement, and facilities management. This team plays a critical role in ensuring the efficient use of resources and maintaining a safe and functional work environment.

Job Summary

This role provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

Responsibilities

• Assists in the day-to-day management of the Advancement Operations department by resolving operational challenges and implementing solutions in collaboration with the Director, Financial and Administrative Services.
• Works closely with Advancement Operations budget managers and Financial Operations to assist with budget monitoring and financial processing, including budget preparation, reporting and monitoring; submitting vendor contracts; maintaining  contract repositories; processing expense reports for department senior leadership; and managing accounts receivable and payable functions.  
• Partners with department hiring managers and Advancement Human Resources to facilitate the hiring process by ensuring timely submission of required documentation, advancing candidates through the recruitment cycle, and coordinating interview scheduling.  
• Assists in the development and implementation of administrative policies under the direction of the Director, Financial and Administrative Services. Maintains policy repositories and ensures staff training and compliance with Advancement and University policies and procedures.
• Serves as a backup to the Executive Assistant to the Senior Associate Vice President for Advancement Operations, assisting with calendar management and other administrative responsibilities as needed.
• Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions.
• 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.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• 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 7+ years of work experience in a related job discipline.

Certifications:

---

Preferred Qualifications

Education:

• Bachelor’s or advanced degree.

Experience:

• Minimum seven years of professional experience in nonprofit management, development, alumni relations, marketing, public relations, sales or similar professional work.
• Minimum one year of experience developing and monitoring budgets.
• Minimum one year of experience planning and executing events.

Technical Knowledge or Skills:

• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Advancement, including Phoenix (the University's Donor Relationship Management System).
• Proficient in a Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access.

Preferred Competencies

• Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively. Explain complex ideas clearly and simply.
• Manage confidential information with discretion and tact.
• Act with integrity, professionalism, and confidentiality.
• Work collegially and collaboratively in a team setting.
• Self-motivated and take initiative.
• Prioritize multiple projects and independently follow through with detail.

Working Conditions

• This position has a hybrid work schedule which includes weekly in office presence.
• Standard office environment
• Travel to campus and/or non-campus locations for University business.
• Work evenings and weekends as needed.
• This position is located in Hyde Park at 5235 South Harper Court.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

​
FLSA Status

Exempt

​
Pay Range

$63,750.00 - $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.