📊 Job Summary Table of Program Assistant

📑 Job Description Summary

The Program Assistant serves as a vital point person for the Public Policy Undergraduate Program, providing comprehensive support for operations while assisting PBPL students, faculty, and staff. Reporting to the Executive Program Director of Undergraduate Studies, this role combines administrative excellence with student-focused service.

✅ Program Assistant Responsibilities

• Academic Support: Provide academic advising support to students in the program, maintaining student records and facilitating student success.
• Event Coordination: Coordinate room reservations, catering orders, and logistics for office-sponsored programs and events, including Open Houses and End of Year Celebrations.
• Administrative Operations: Process departmental expenses, invoices, checks, and reimbursements across multiple accounts while maintaining budget spreadsheets.
• Communication Management: Support communication efforts to students, maintain the Public Policy major listserv, monitor the Public Policy email inbox, and manage weekly newsletters.
• Website Administration: Maintain the Public Policy major website and assist with catalog updates to ensure accurate information.
• Book & Materials Management: Place student book orders and request instructor desk copies for faculty.
• Student Engagement: Serve as day-to-day support staff for the Student Advisory Board and Mentorship Program, developing activities and initiatives related to student life.
• Alumni Relations: Maintain alumni records and manage communication and outreach efforts to program graduates.
• Quality Assurance: Plan and conduct quality assurance reviews and recommend appropriate changes to improve program operations.
• Budget Analysis: Analyze program budgets and make budgetary recommendations with moderate/high level of authority.
• Special Projects: Complete special projects, initiatives, and other duties as directed by the Executive Program Director and Faculty.

💼 Required Qualifications for Program Assistant Position

• College or university degree in a related field
• Less than 2 years of work experience in a related job discipline
• Strong organizational skills with exceptional attention to detail
• Ability to identify priorities and manage competing demands
• Experience working with multiple databases and adapting to changing software
• Exceptional troubleshooting skills with a resourceful, can-do approach
• Outstanding verbal and written communication abilities
• Deep commitment to customer service with strong interpersonal skills
• Ability to handle confidential information with absolute discretion
• Good judgment under pressure while maintaining perspective in stressful circumstances

🌟 Preferred Qualifications

• Background in higher education settings (strongly preferred)
• Academic advising experience
• Proficiency with Microsoft Office Suite
• Experience engaging with diverse populations

📋 Benefits and Perks

• Comprehensive benefits package through the University of Chicago
• Health insurance options
• Retirement benefits
• Paid time off
• Hybrid work arrangement with flexible scheduling
• Professional development opportunities
• Access to university resources and facilities
• Being part of a prestigious academic institution

🏛️ Company Overview

The University of Chicago’s Harris School of Public Policy is dedicated to developing leaders who put evidence first. With a mission focused on better policymaking through rigorous inquiry and cutting-edge analysis, Harris works at the frontiers of data collection and analysis. The school uses the latest technology and social science methods to design policies that work for society, conducting research in an environment that encourages innovation and challenging the status quo.

👥 Company Culture

At Harris Public Policy, the culture is defined by a commitment to social impact through rigorous academic inquiry. The school values collaboration across private, public, and nonprofit sectors while adopting new methodologies to drive better solutions. Engagement with the city, world, and leaders is prioritized to evaluate and test ideas. The school’s guiding principle is “Social impact, down to a science,” reflecting its passion for driving social change through precision and evidence-based approaches.

📈 Career Growth Opportunities

Working at the University of Chicago offers significant opportunities for professional advancement. Program Assistants can develop expertise in higher education administration, academic advising, event planning, and budget management. The university environment promotes continuous learning and skill development, with potential paths toward senior administrative roles, program management positions, or specialized academic support functions.

🌈 Diversity, Equity, Inclusion, and Belonging

The University of Chicago is deeply committed to creating an inclusive environment where diverse perspectives are valued and all community members can thrive. The Harris School specifically engages with diverse populations and emphasizes the importance of multiple viewpoints in shaping effective policy solutions.

⚖️ Equal Opportunity 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.

🏠 Remote Work Policy

This position is available for partially remote work based on the Harris School policies, offering flexibility while maintaining connection to campus activities. The hybrid arrangement allows for some work-from-home days while ensuring in-person availability for critical functions and events.

📝 Application Process

1. Submit required documents through the University of Chicago’s application system
2. Complete the online application form with personal and professional information
3. Upload necessary documents: Resume/CV, Cover Letter, and References Contact Information (3)
4. Applications will be reviewed by the hiring team, with selected candidates contacted for interviews

📅 Application Deadline

info not available

📤 How to Apply

Apply through the University of Chicago careers portal. All required documents must be uploaded via the My Experience page in the Application Documents section. For accommodation requests during the application process, call 773-702-5800 or submit a request via the Applicant Inquiry Form.

📱 Social Media Links

Connect with the University of Chicago: – LinkedIn – Twitter – Facebook

❓ Additional Information

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 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 are available upon request from the University of Chicago Police Department.

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