The Institute of Politics seeks a highly organized, detail-oriented Program Coordinator to work on its Civic Engagement team. The IOPâ™s Civic Engagement programs provide approximately 500 students annually with hands-on opportunities to explore politics in action and include leadership development programs, civic/community engagement projects, voter engagement, political exploration trips to local, national and international locations, and skill-building workshops. The IOP is looking for someone with a passion for working with students, an interest in politics, and a commitment to excellence in the operation of its student civic engagement programs. The ideal candidate will be an energetic and talented administrator with a record of success in complex, decentralized environments where collaboration and influence management are critical to success. This position reports to the IOPâ™s Director of Civic & Campus Engagement.
The Program Coordinator works closely with students and with the Director of Civic & Campus Engagement to provide key administrative support to the IOPâ™s Civic Engagement programs, including curriculum development, program assessment and evaluation, expense and invoice reconciliation, processing check requests, budget and metrics tracking, third-party purchases, student-led event planning, venue booking, travel arrangements, and RSVP processes for IOP Civic Engagement programs, workshops and events. The Program Coordinator works closely with IOP staff, University colleagues, students, vendors, Fellows and guests, ensuring that programs, processes and protocols are executed with precision and professionalism at all times.
1) Program planning: works with Director to plan the content and learning outcomes for local treks, skills workshops, Bridging the Divide, and other special projects; manages application and RSVP processes for students partaking in CE programming
2) Event logistics: coordinates the planning, venue reservation, transportation, food, speaker invitations, RSVPs, and on-site staffing for local treks, Bridging the Divide, and other special projects; performs other logistics duties as assigned
3) Student group advising and project management: oversees and supports student-led groups by advising on strategy and execution of their program plans; conducts regular check-in meetings; tracks the progress of student group goals (for The Gate, Leaders of Color, TechTeam, UChiVotes, Women in Public Service Program, and other student initiatives)
4) Mentorship:builds rapport with student leaders and civic engagement students; serves as a student-facing IOP staff resource for all interested University of Chicago students
5) Budget and operations: administers, tracks, and reconciles Civic Engagement budget; troubleshoots administrative and technical questions; works with Finance Intern to administer petty cash and check reimbursements; assists student leaders with access to resources such as venue reservation and third-party purchases; overseess and enforces IOP policies for space reservation and third-party purchases for student-led groups and IOP staff who work with student-led groups;
6) Teaching and learning: works with Director to support civic engagement curriculum development during local treks, Bridging the Divide, and other special projects; stays current with best practices in student leadership development, community engagement, and campus voter engagement through professional skills development opportunities and literature reviews
7) Evaluations: works with Director to administer and analyze evaluations of Civic Engagement programming; works with Director to write summaries and reports of Civic Engagement programming for external and internal audiences
8) Data:maintains data about student engagement in the Civic Engagement Program; updates CRM
9) Project management: works with Director to track progress on all Civic Engagement programming and projects in order to ensure that the CE Program is executing its program goals in a timely manner
10) Team management: works with Director to manage student team (two Civic Engagement interns and one Student Advisory Board Civic Engagement chair)
11) IOP collaboration: works with Director to coordinate outreach and highlight CE programming with the Communications team; coordinates student opportunities with the Career Development, Fellows, Speaker Series teams
12) Partnership management: works with Director to maintain relationships and communication with external partners (e.g. campus voter registration organizations, Chicago government agencies, Chicago community organizations, higher education institutions); supports engagement initiatives with campus partners on shared programming
1) A demonstrated passion for the mission of the Institute of Politics and for politics, public service, and civic engagement
2) Strong interpersonal skills, demonstrated initiative, and the ability to work both independently and within a team.
3) Ability to multi-task, meet deadlines and work successfully in a fast-paced environment.
4) Highly organized with keen attention to detail and commitment to accuracy and confidentiality. Strong project management skills.
5) Demonstrated ability to effectively track and manage program details in an organized manner.
6) Excellent writing, research (quantitative and qualitative) and oral communication skills.
7) Ability to work successfully within the University community including students, faculty and staff.
8) Ability to work successfully with external organizations and individuals on behalf of the Institute of Politics.
9) Skilled in the use of Google Docs, Microsoft Excel and knowledge of other Microsoft Office programs.
10) Evening and weekend flexibility required for off-site programming, and student initiative support.
11) Some travel required.
1) Bachelorâ™s Degree required.
1) A minimum of 1-3 years of administrative experience in student program management, campus student life, event planning, office management, or executive administrator roles is required.
2) Experience with planning and managing budgets and contracts.
3) Experience managing event logistics, including catering, venue selection, guest travel and RSVP processes.
4) Interest in, and some knowledge about politics and public policy is preferred.
5) An understanding of the University of Chicago or other university settings is also preferred.
2) Cover Letter
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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