Program Operations Manager - JR26738-3800 - The University of Chicago

This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/12408269 Department
CSL Housing and Residence Life
About the Department
Department Our mission is to provide well-maintained facilities,
services, and programming that foster a sense of belonging within our
community and support the transformative experiences and well-being of
our students. We accomplish this by cultivating an inclusive environment
where students can live authentically, rest, and feel at home.
UChicago Housing & Residence Life envisions a campus housing experience
that transcends mere accommodation by acknowledging our tradition while
encouraging forward-thinking inquiry to meet the needs of current and
future residents. Our vision is achieved by providing:
Clean, exceptionally maintained rooms and community spaces for students
to rest and recover between their academic endeavors.
Innovative, intentional, and fun programming that fosters conversation
and community engagement.
Opportunities to explore, engage, and contribute to the wider Chicago
metro area and the diverse community therein.
An environment that empowers the next generation of leaders who will
enrich and impact the global community.
Job Summary
The Program Operations Manager reports to the Executive Director of
Housing & Residence Life. This role combines critical thinking and
strategic support with comprehensive administrative and calendaring
duties. The person selected for this role will serve as a key support
member to the HRL Senior Leadership team and will supervise Student
Administrative Assistants (SAAs). The ideal candidate is a highly
motivated, detail-oriented, and enthusiastic professional who enjoys
working in a collaborative, fast-paced, and deadline-driven environment.
Responsibilities
Administrative Support and Coordination:
Provide steadfast support for the day-to-day operations of Housing &
Residence Life, prioritizing the comfort, safety, and sense of belonging
of residents to cultivate a welcoming and inclusive campus environment.
Provide administrative support for the Housing & Residence Life senior
leadership team, including managing departmental operational calendars,
room reservations, and expenses.
Maintain the Executive Director's calendar, exercising considerable
discretion and judgment regarding priorities and the effective use of
the leader's time.
Act as a pivotal support system within the department, adeptly
identifying and addressing gaps while consistently anticipating the
needs of the team, fostering a cohesive and efficient environment for
everyone's success.
Serve as a liaison with other Campus and Student Life and College
administrative staff to ensure seamless collaboration on housing
projects and initiatives.
Prepare special reports and summaries, assist in managing the daily
operation of the office, and assist in developing administrative goals
and policies.
Collaborate with senior leadership, staff, students, and stakeholders to
support departmental objectives and initiatives, ensuring seamless
workflows and efficient communication channels.
Ensure all office materials are ordered and stocked.
Communication and Correspondence:
Triage and resolve email and telephone inquiries, addressing routine and
complex issues promptly and accurately.
Serve as a point of escalation for student and family concerns,
demonstrating empathy and problem-solving skills.
Initiate correspondence and other written materials under own signature
or for the signature of leadership.
Supervision and Staff Development:
Lead the hiring, training, and supervision of all Student Administrative
Assistants (SAAs).
Assist in department staff recognition efforts, promoting a culture of
appreciation and engagement within the department.
Financial and Data Management:

Use University systems (e.g., ePayment, GEMS, eLedgers, Buysite) to
initiate financial transactions (procurement, reimbursements) and
monitor spending reports for errors.
Perform routine and complex assignments in the areas of finance and
budgetary activities, including vendor contracts and preparing budgets.
Research and analyze data to create reports and may create other reports
for grants and contracts.
Manage on-call duty log database, tracking and analyzing trends and
issues to provide actionable insights to unit leadership.
Support Resident Dean programming, purchasing, and expense management.
Event Planning and Logistics:
Coordinate and plan department events and celebrations to foster
community engagement and positive morale.
Manage the residence hall posting process for campus departments and
registered student organizations, facilitating effective communication
and engagement.
Support and consult Resident Deans on programming, providing logistical
support for larger-scale programs in the residence halls, including
purchasing tick