Administrative Coordinator, Advancement Operations

Administrative Coordinator, Advancement Operations

Join to apply for the Administrative Coordinator, Advancement Operations role at University of Chicago

Administrative Coordinator, Advancement Operations

Join to apply for the Administrative Coordinator, Advancement Operations role at University of Chicago

Get AI-powered advice on this job and more exclusive features.

Department

ADV Financial Operations and Administration

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.

Education :

Minimum Qualifications

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 :

Experience :

Technical Knowledge Or Skills :

Preferred Competencies

Working Conditions

Application Documents

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

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.

Seniority level

Seniority level

Mid-Senior level

Employment type

Employment type

Other

Job function

Job function

Administrative

Industries

Higher Education

Referrals increase your chances of interviewing at University of Chicago by 2x

Sign in to set job alerts for "Administrative Coordinator" roles.

Chicago, IL $63,200.00-$79,000.00 1 week ago

Chicago, IL $37,000.00-$54,000.00 4 days ago

Greater Chicago Area $65,000.00-$65,000.00 1 week ago

Chicago, IL $45,000.00-$100,000.00 5 days ago

Chicago, IL $60,000.00-$65,000.00 1 week ago

Chicago, IL $60,000.00-$65,000.00 1 week ago

Executive Administrative Assistant / Office Manager

Chicago, IL $85,000.00-$100,000.00 2 weeks ago

Chicago, IL $44,000.00-$49,000.00 1 week ago

Chicago, IL $55,000.00-$60,000.00 1 week ago

Chicago, IL $87,200.00-$153,400.00 2 weeks ago

Chicago, IL $70,000.00-$110,000.00 5 days ago

senior administrative assistant, Midwest

Chicago, IL $44,625.00-$62,650.00 7 hours ago

Chicago, IL $50,000.00-$60,000.00 3 weeks ago

Double : Remote Executive Assistant (Central US)

Greater Chicago Area $85,000.00-$100,000.00 1 day ago

Chicago, IL $6,242.00-$9,021.00 2 days ago

Assistant Property Manager (Commercial Office)

Chicago, IL $65,000.00-$85,000.00 2 weeks ago

Chicago, IL $6,242.00-$6,242.00 4 days ago

Chicago, IL $60,000.00-$65,000.00 3 weeks ago

Chicago, IL $65,000.00-$70,000.00 2 weeks ago

Contracts & Commissions Administrative Assistant

Chicago, IL $35,000.00-$45,000.00 18 hours ago

Chicago, IL $70,000.00-$85,000.00 2 weeks ago

Chicago, IL $80,000.00-$100,000.00 1 week ago

We're unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.

J-18808-Ljbffr