Department

Chicago Forum Senior Staff

About the Department

The University of Chicago Forum for Free Inquiry and Expression was launched by President Alivisatos in 2023 and builds on UChicago’s historic commitment and practices. The Chicago Forum's mission is to promote the understanding, practice, and advancement of free and open discourse, at the University of Chicago and beyond.

Job Summary

The Operations Coordinator and Executive Assistant (OC/EA) provides high-level administrative support to the Executive Director and Faculty Directors, ensuring the smooth execution of daily operations and strategic initiatives. This role requires a detail-oriented, proactive professional who excels in managing complex schedules, handling confidential information, and coordinating meetings and events. The OC/EA also supports budget management, processes expenses, and serves as the team's Oracle expert. This position is key to fostering collaboration with internal University stakeholders and external partners. The ideal candidate thrives in a fast-paced, deadline-driven environment and takes initiative to anticipate and meet the needs of the office.

Responsibilities

Provide executive support to the Faculty and Executive Directors, including calendar management, travel arrangements, expense reports, and general administrative tasks.

Process invoices, payments, and support budget management, including reconciliation.

Serve as the team’s Oracle expert and oversee financial system processes.

Coordinate and supervise student interns and RAs.

Manage and prioritize scheduling, resolving conflicts and organizing meeting and event logistics (location, audio/video, meals, etc.).

Prepare and refine meeting materials, including drafting, editing, and tracking documents.

Manage reception and daily meetings/events, ensuring activities run smoothly and adapting to last-minute changes as needed.

Coordinate briefings and prepare meeting materials for internal and external events, ensuring thorough preparation for executives.

Assist in daily operations management, goal setting, and policy development, exercising discretion and prioritization of tasks.

Prepares documents and items for signature as needed.

Initiate and manage correspondence, triage emails and calls, resolve inquiries, and liaise with the Board of Directors.

Anticipate office needs and take proactive initiative to meet them.

Provide administrative coverage for other staff and support special projects as needed.

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.

Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.

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 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

College Degree strongly preferred.

Experience:

Office management experience strongly preferred.

Executive support experience strongly preferred.

Preferred Competencies

Attention to Detail: Exceptional ability to handle detailed tasks such as calendar management, document preparation, expense reporting, and tracking meeting materials with precision.

Time Management and Multitasking: Strong skills in managing multiple priorities, meeting tight deadlines, and effectively organizing schedules for high-level executives in a fast-paced environment.

Confidentiality and Discretion: Demonstrated ability to handle sensitive information and maintain confidentiality in all aspects of the role, particularly when interacting with internal and external stakeholders.

Financial Acumen: Knowledge of budgeting, payment reconciliation, and invoice processing with proficiency in financial management tools like Oracle.

Collaboration and Teamwork: Ability to foster collaboration within the administrative support team and with faculty, executives, and external partners, while managing relationships across diverse departments.

Communication Skills: Excellent verbal and written communication skills, including the ability to draft and refine meeting materials, correspondence, and reports for internal and external audiences.

Proactive Problem Solving: Anticipates the needs of the office and executives, taking initiative to resolve scheduling conflicts, meeting logistics, and operational challenges before they escalate.

Technical Proficiency: Expertise in office technologies and systems, particularly Oracle, Microsoft Office, and other relevant software platforms for calendar management, budgeting, and documentation.

Event and Meeting Coordination: Experience in organizing and facilitating meetings, conferences, and events, ensuring all logistical aspects (e.g., location, audio/video, catering) are effectively managed.

Adaptability and Flexibility: Ability to respond quickly to last-minute changes in schedules or priorities and adjust accordingly, demonstrating resourcefulness in managing unforeseen situations.

Working Conditions

This role is located in Chicago, on site at the University. 

Application Documents

Resume (required)

Cover letter (optional)

References (3)(required)

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

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$30.24 - $39.14

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 Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

 

Staff 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.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

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.