Program Operations Manager

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 tickets for events, booking transportation, and working with food vendors and Campus Dining.

• Oversee planning for Scholarship Dinners and other major events.

• Human Resources, Compliance, and Record Keeping:

• Assist in professional staff new hire recruitment processes, including scheduling, travel arrangements, document creation, and reference checks.

• Maintain compliance records for Housing & Residence Life employees regarding mandatory university training, ensuring adherence to regulatory requirements.

• Keep accurate records of student employees who support the Resident Deans.

• Coordinate with Human Resources on recruitment processes and manage hours for Resident Dean Assistants (student workers).

• Facilitate the onboarding and offboarding processes for department staff, ensuring a smooth transition for new hires and departures.

• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.

• Sets and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.

• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

• At least three to five years of progressively responsible administrative or office management experience, preferably in higher education or a complex setting.

Technical Skills or Knowledge:

• Working knowledge of FERPA (Family Educational Rights and Privacy Act) and Title IX policies and practices. Advanced knowledge of MS Office.

Preferred Competencies

• Problem-Solving and Initiative:

• Problem-solve and identify solutions.

• Take initiative, solve problems, and anticipate challenges before they arise.

• Some experience with quality improvement practices.

• Independence and Organization:

• Work independently, seeking guidance when needed.

• Remain organized and productive in high-demand periods.

• Plan effectively and adjust to rapidly changing needs and/or priorities.

• Project and time management, as well as multi-tasking skills.

• Attention to detail.

• Judgment and Confidentiality:

• Demonstrate a high level of judgment, discretion, and confidentiality.

• Exercise good judgment in key decision-making.

• Navigate charged situations using tact, discretion, and de-escalation techniques.

• Communication and Empathy:

• Excellent oral, written, and organizational skills.

• Articulate policies and processes clearly and diplomatically.

• Manage a large volume of email, responding courteously and professionally within one working day.

• Ability to empathize and communicate with students and faculty, engaging diverse audiences professionally and supportively.

• Help students navigate personal crises of different kinds.

• Flexibility and Humor:

• Shift priorities quickly and manage frequent interruptions from students and parents.

• Possess a sense of humor.

• Adaptability and Learning:

• Remain flexible with process and procedure to adapt to new software and technology.

• Ability to learn new software and technology when needed and unprompted by supervisor.

• Familiarity with basic data organization and analysis.

• Secure continued training in mental health first aid.

Working Conditions

• The position entails full-time, on-site work from Monday to Friday, 9:00 AM to 5:00 PM, with occasional evening and weekend obligations.

• This is not a work-from-home or remote position.

• Housing and Residence Life provides year-round housing services for students, staff, faculty, and guests.

• Work peak times for residence hall opening, closing, and convocations.

• Some travel to various campus locations.

Application Documents

• Resume (required)

• Cover letter (preferred)

Job Family
 

Administration & Management

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

 

Staff 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.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

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.