Join our team! We are looking for a detailed, dedicated, self-starter with program management experience to bring their skills to Spertus Institute's academic program team. Our wide-ranging program mix includes lectures, conferences, academic seminars, professional development workshops, and public programs. The Administrative Assistant for Academic Programs works closely with colleagues across the institution and with select vendors. Excellent interpersonal and organizational skills are a must. Your abilities to think creatively, work collaboratively, and execute plans will be valued in this role. The position reports to the Assistant Director of Mentoring and Programs.
This is on onsite position at Spertus Institute in downtown Chicago. Some evening and weekend work required.
Assist with academic and public programs (50%)
• Manage onsite program arrangements for food service, event staffing, room setups, and AV, in coordination with operational staff. For online programs, aid in program logistics.
• Provide event management assistance before, during, and after events (both onsite and online).
• Assist with Zoom meeting support for online courses and programs.
• Respond to student and public inquiries with the highest level of customer service.
• Prepare or coordinate the preparation of program materials.
• Academic administrative assistance including copying, scanning, filing, and project-based research.
Office coordination and operations (50%)
• Provide administrative support including calendar management, meeting coordination, materials preparation, and correspondence for Dean/Chief Academic Officer.
• Database entry and management.
• Maintain office operations and procedures including supply requisitions, filing, copying, and maintenance of Spertus event-related financial records.
• Staff Spertus front-office reception, including answering and directing general calls and greeting visitors, faculty, and students.
• Coordinate material preparation, catering, and room booking for internal meetings.
• Bachelor's degree preferred.
• Excellent writing, communications, and interpersonal skills
• Self-starter and team player with ability to work well with diverse constituents including donors, trustees, faculty members, adult graduate students, and program attendees
• Office administration, program coordination, and/or event management experience a plus
• Zoom platform experience
• Proficiency in Microsoft Office Suite
• Familiarity with ticket management system, database, and CRM systems