Administrative Coordinator, Advancement Operations

• 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.

• Bachelor’s or advanced degree.

• Minimum seven years of professional experience in nonprofit management, development, alumni relations, marketing, public relations, sales or similar professional work.
• Minimum one year of experience developing and monitoring budgets.
• Minimum one year of experience planning and executing events.

• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Advancement, including Phoenix (the University's Donor Relationship Management System).
• Proficient in a Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access.

• Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively. Explain complex ideas clearly and simply.
• Manage confidential information with discretion and tact.
• Act with integrity, professionalism, and confidentiality.
• Work collegially and collaboratively in a team setting.
• Self-motivated and take initiative.
• Prioritize multiple projects and independently follow through with detail.

• This position has a hybrid work schedule which includes weekly in office presence.
• Standard office environment
• Travel to campus and/or non-campus locations for University business.
• Work evenings and weekends as needed.
• This position is located in Hyde Park at 5235 South Harper Court.

• Resume/CV (required)
• Cover Letter (preferred)

University of Chicago