Program Coordinator, Graduate Admissions
The University of Chicago

Job Info

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Department

Provost UChicagoGRAD Admissions

About the Department

UChicagoGRAD, a part of the Office of the Provost that supports graduate education across the University, is an innovative national model for preparing graduate students and postdocs to succeed while at UChicago and beyond. With teams focusing on admissions, fellowship advising, writing support and public speaking training, diversity initiatives, career exploration and planning, and administration, UChicagoGRAD works with campus partners to support students and postdocs at every stage of their academic careers and beyond. UChicagoGRAD functions as a one-stop shop for graduate students and postdocs to access resources that support timely degree completion and to enhance professional preparation that helps them translate their degrees into a variety of careers. UChicagoGRAD works with academic departments and divisions as well as campus-wide offices to develop and implement outreach, recruitment, and yield efforts; graduate and postdoc-focused programs, workshops, and events; training and support tailored to UChicago graduate students and postdocs; and administrative practices and policies in support of graduate education.

Job Summary

Work as part of a multi-functional team to recruit prospective graduate students to the University of Chicago and ensure their successful transition and provide support throughout the admissions process to both applicants and campus partners. The Program Coordinator oversees the operations of the Graduate Admissions Office, including the campus visit/tour program, student workers, on-campus and virtual recruitment events, and supports program-level outreach efforts across our 12 graduate schools and divisions. Each member of the team is expected to actively participate in recruitment, including travel to represent the University at fairs and events nationally, and respond to inquiries via phone, email, and in person.

The Program Coordinator communicates extensively with internal and external constituents, including managing Graduate Admissions' communications to prospective and admitted students via our CRM, Technolutions Slate, and admitted student resources in Canvas, our online course management system. They will also work closely with other UChicagoGRAD staff to plan and execute in-person events, including new student Orientation.

The Program Coordinator may be asked to manage extensive reporting, including data cleanup, analysis, and visualization, drawing from multiple databases, using Excel and Tableau; assist with Orientation programs; support the Housing Resource Program; or other responsibilities, depending on the skills and interests of the individual in the position.

Responsibilities

• Hire, train, and supervise the work of graduate student employees.
  
• Participate in planning and execution of major campus events, from solicitation of bids to day-of logistics.
  
• Plans and conducts quality assurance reviews and recommends changes as appropriate.
  
• Travels and recruits in an assigned geography, assisting with planning and delivering public presentations, special events, and other recruitment activities.
  
• Maintains relationships with all individuals involved in the recruitment process, including routinely counseling students and parents regarding the admission process.
  
• Participates in special projects such as developing marketing materials, monitoring budgets and recruiting underrepresented groups.
  
• Performs other related work as needed.
  

Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through ---
Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.
  
• Advanced degree, e.g. Master's degree.
  

Experience:

• 1-2 years of full-time, post-baccalaureate work experience.
  
• Experience in research-intensive university setting.
  
• Experience in admissions or graduate student affairs.
  
• Prior experience with event planning.
  

Technical Skills or Knowledge:

• Knowledge of MS Office tools, including Excel.
  
• Experience with an admissions CRM, ideally Technolutions Slate.
  
• Knowledge of WordPress.
  
• Experience with Tableau or other data tools.
  
• Proficiency in Adobe tools, including InDesign, Sign, and others.
  

Preferred Competencies

• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University of Chicago.
  
• Ability to handle a high volume of work, execute multiple projects simultaneously, set priorities, and meet deadlines.
  
• Project management skills with exceptional attention to detail.
  
• Ability to write clearly and concisely, and to accurately proofread.
  
• Excellent verbal and written communication skills.
  
• Ability to communicate effectively with a diverse group of constituents.
  
• Ability to coordinate the work of others.
  
• Strong commitment to customer service.
  
• Ability to work independently.
  
• Ability to work with frequent interruptions.
  
• Ability to manage confidential information with discretion and tact.
  
• Interest in and aptitude for developing advanced programming and analytic skills for working with large datasets.
  

Working Conditions

• Requires attendance at outdoor events.
  
• Some evening and weekend hours.
  
• In-person work in Hyde Park required when at UChicagoGRAD; hybrid work schedule possible after conclusion of training period.
  
• Ability to sit, stand, and walk for extended periods of time, including climbing stairs.
  
• Ability to lift and carry 25 lbs.
  
• Ability to use a computer for extended periods of time.
  
• Valid United States driver's license required; valid United States passport.
  
• Willingness and ability to travel by air or automobile weekly or more frequently during peak recruitment periods.
  

Application Documents

• Resume (required)
  
• Cover letter (required)
  
• Short (1 page or less) non-academic writing sample (required)
  
• References contact information (required)
  

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Student Affairs & Services

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

Yes

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.

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