Operations and Planning Coordinator - University of Chicago

We are looking for a highly motivated professional who will provide comprehensive administrative support to Library Senior Leaders under the direction of the Director of Executive Support Services. This role is responsible for maintaining a complex, high-volume calendar and overseeing logistics for large events and special projects, ensuring the coordinated and timely execution of meetings, financial processes, communications, and major initiatives.

The Operations and Planning Coordinator plays a central role in supporting Library leadership by providing high-level administrative, scheduling, and project coordination support that maximizes the Dean’s effectiveness and ensures seamless execution of Library-wide communications, events, and strategic initiatives. The Operations and Planning Coordinator serves as a key connector among leadership, administrative units, and campus partners, acting as both operations lead and project manager for critical cross-unit priorities while leveraging existing knowledge to perform a wide range of essential administrative, operational, and strategic duties in support of the Library’s day-to-day operations. Success in this role requires someone who thrives in a fast-paced, deadline-driven environment, demonstrates strong communication and organizational skills, and consistently exercises professionalism and discretion when handling sensitive information.

Responsibilities

• Provides high-level operational, administrative, scheduling, and project coordination support to Library leadership to ensure the Dean’s time is well used and Library-wide communications and events, such as All-Staff Meeting, onboarding, celebrations, are well-planned and executed.
• Manages a complex, high-volume calendar, monitoring commitments and proactively ensuring readiness for upcoming meetings, events, and deadlines.
• Leads planning, logistics, and execution of Library events and special projects, coordinating event teams, adhering to budget guidelines, and managing vendor contracts and communications as the primary point of contact.
•  Strengthens administrative workflows, including event planning, financial processing, and communication tracking, to improve efficiency and alignment with University standards.
• Supports office operations across departments, aiding teams with critical administrative and coordination tasks that enable success across units.
• Resolves office problems independently; facilitates solutions and elevates complex issues to leadership for resolution when necessary.
• Coordinates information and communication flow from Library leadership, ensuring timely follow-up and clear dissemination of materials.
• Monitors financial processes in collaboration with the Director of Executive Support Services, ensuring accurate reporting and compliance.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Qualifications

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 2-5 years of work experience in a related job discipline.

Preferred Qualifications

Experience:

• Progressively responsible administrative experience.

Technical Skills or Knowledge:

• Knowledge of procurement, finance, and HR systems.
• Knowledge of ORACLE, GEMS, and Workday.
• Demonstrated proficiency with e-mail and desktop applications, HIVE, including Windows and Microsoft Office.
• Familiar with Web authoring.
• Proficiency with Microsoft Office Suite, scheduling, and communication tools; experience with web publishing platforms.

Preferred Competencies

• Self-starter with a high level of attention to detail and accuracy.
• Strong written, interpersonal, and verbal communication skills.
• Proven ability to manage multiple projects simultaneously and meet tight deadlines.
• Demonstrated ability to work independently while prioritizing multiple tasks effectively.
• Skilled in problem-solving and using resources efficiently to resolve issues.
• Handle sensitive and confidential information with discretion.

Pay Range

• $26.44 - $29.81
• 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.

Application Documents

• Resume (required)
• 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.

To Apply

To apply for this position, external candidates must submit an application and any other required materials through https://uchicago.wd5.myworkdayjobs.com/en-US/External/details/Assistant-Director-of-Building-Services---Operations_JR32738

Internal candidates must apply by logging into Workday and selecting the Career worklet; for more information, please see How to Apply for a UChicago Job (Current Employee) QRG. Resumes sent via mail, fax, or email will not be considered. For more information, please see https://www.uchicago.edu/jobs/.

Posting Statement:​​

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.

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.

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.