Program Coordinator

University of Chicago

University of Chicago

Administration, Operations
Chicago, IL, USA
Posted on Friday, November 3, 2023


PSD Data Science: Willett Research Center

About the Department

The National Institute for Theory and Mathematics in Biology (NITMB) aims to integrate the disciplines of mathematics and biology in order to transform the practice of biological research and to inspire new mathematical discoveries. NITMB is a partnership between Northwestern University and the University of Chicago. It is funded by the National Science Foundation and the Simons Foundation. The mission of the NITMB is to create a nationwide collaborative research community that will generate new mathematical results and uncover the “rules of life” through theories, data-informed mathematical models, and computational and statistical tools. The fundamental research done by NITMB will stimulate advances in areas as diverse as the environment, medicine, and technology development. NITMB is part of the Physical Sciences Division at the University of Chicago.

Job Summary

This position reports to the NITMB Assistant Director and handles a diverse portfolio of responsibilities in the areas of event planning, logistics and accommodations for visitors, and other programmatic functions in support of the Institute’s Director, senior leadership, staff, students and visitors in the Institute. Plans and administers institute events, including technology for remote and in-person meetings. Responsible for activities related to space, marketing, lodging and catering.


  • Responsible for planning and administering events in support of NITMB research mission and educational goals, such as conferences, workshops, receptions, lectures, and public events.

  • Provides support for the appointment process for Visiting Scholars, Visiting Senior Research Associates, Guest Scientists, Postdoctoral Fellows and similar positions.

  • Provides support for the process of bringing non-degree visiting students to the institute. Assists with on-boarding visitors.

  • Provides confidential administrative support to the Institute’s Director, senior leadership, and others, as requested.

  • Collaborates with NITMB Assistant Director on special events. Manages logistics including securing space, lodging, catering, vendors, and other necessities. Responsible for timely invoice payments related to these events.

  • Develops and maintains productive working relationships with faculty, staff, and students within the Institute, Physical Sciences Division, and in other university offices.

  • Creates graphics for events including signs, flyers, social media posts, and name tags.

  • Responsible for locations and caterers, managing guest lists, and assists with the overall needs to make the activities successful.

  • Serves as a contact for visitors to counsel on work/life related issues like University IDs, housing, etc.

  • Responsible for expense reimbursements for speakers and attendees.

  • Responsible for visitor reimbursement payments.

  • 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.

  • 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.

  • Performs other related work as needed.

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



Preferred Qualifications


  • College degree.


  • Proven ability to manage live and virtual meetings and events.

  • Experience working in an academic setting.

  • Experience with standard computer programs such as ,Zoom, MS Office Word, and Excel, standard email and internet applications.

Preferred Competencies

  • Excellent organizational and communication skills.

  • Excellent problem-solving skills

  • Works effectively as part of a team and independently.

  • Takes initiative and organize and complete projects with minimal supervision.

  • Attention to detail.

  • Considerable interpersonal skill in dealing with visitors and administrative skill in dealing with attendant issues (visas, reimbursements, etc.)

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

FLSA Status


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


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.

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