Department
SSD: Political Science-Staff and Temporary Employees-Cohen
About the Department
Job Summary
The GenForward Operations Coordinator supports the administrative, financial, logistical, development, and programmatic operations of the GenForward project. This role serves as a central coordination point for internal team operations, budget tracking, invoice management, grant and fundraising support, special projects, and general administrative workflows.
The Operations Coordinator works closely with GenForward leadership, development staff, university administrative offices, and project partners to ensure that GenForward’s daily operations are organized, timely, and aligned with project goals. This position requires strong attention to detail, discretion, communication skills, financial tracking ability, and the capacity to manage multiple overlapping responsibilities.
Responsibilities
- Coordinate and manage GenForward team meetings by initiating scheduling polls, confirming availability, and managing calendar invitations.
- Maintain and manage clear communication across GenForward staff, leadership, and collaborators.
- Support GenForward leadership with the coordination and execution of special projects related to GenForward operations, programming, and partner engagement.
- Coordinate logistics for complex specialized events.
- Coordinate and assist with preparation for meetings, events, and project-specific initiatives at the discretion of GenForward faculty director.
- Provide flexible support for time-sensitive or individualized project needs.
- Coordinate, process, and manage invoices related to GenForward expenses.
- Support compliance with institutional procedures, budgetary guidelines, and grant requirements.
- Track and reconcile GEMS and Concur transactions, pending appropriate system access.
- Maintain oversight of subscriptions, purchases, reimbursements, and other project-related financial activities.
- Ensure accurate financial records and assist with resolving discrepancies.
- Strengthen and assist in the development of internal financial documentation and assist with maintaining system accountability.
- Assist GenForward development staff with university-oriented fundraising and development-related tasks.
- Compile, edit, and organize grant materials, proposals, reports, and partner deliverables.
- Conduct, organize and maintain background research to support fundraising strategy, donor engagement, and outreach.
- Help expand GenForward’s outreach network and strengthen relationships with partners, funders, and collaborators.
- Support BLE development and potential digital content work for BYP/BLE, including writing or content preparation.
- Create, maintain, and update detailed project budgets.
- Track expenses against allocated amounts and monitor spending in relation to available account balances.
- Maintain oversight of multiple grant budgets, including MacArthur, Open Society, RWJF, and other funding sources.
- Monitor grant compliance, organizational subscriptions, employee salary allocations, and budget impact across accounts.
- Support leadership in understanding current financial standing and projected spending needs.
- Plans and conducts quality assurance reviews and recommends changes as appropriate.
- Interacts with faculty, researchers and staff for committee work or information.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.
Work Experience:
Certifications:
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Preferred Competencies- Strong organizational and project management skills.
- Ability to manage administrative, financial, development, and programmatic tasks simultaneously.
- Excellent written and verbal communication skills.
- Strong attention to detail, especially in budget tracking, invoice management, and grant documentation.
- Ability to work independently while coordinating with faculty, staff, administrators, and external partners.
- Comfort handling sensitive financial, personnel, and grant-related information with discretion.
- Familiarity with nonprofit, research, development, or university administrative environments.
Application Documents
- Resume (required)
- Cover letter (required)
- References (required)
The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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.
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.
Skills Required
- College or university degree in a related field
- Less than 2 years of related work experience
- Resume (application document)
- Cover letter (application document)
- References (application document)
- Experience tracking and reconciling GEMS and Concur transactions
- Strong organizational and project management skills
- Excellent written and verbal communication skills
- Attention to detail in budget tracking, invoice management, and grant documentation
- Ability to work independently and coordinate with faculty, staff, and external partners
- Comfort handling sensitive financial, personnel, and grant-related information with discretion
- Familiarity with nonprofit, research, development, or university administrative environments
What We Do
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to rigorous inquiry and intellectual freedom draws pathbreaking scholars to our global campuses, where field-defining ideas are born that challenge and change the world. The University of Chicago has its main campus on Chicago's South Side and seven international campuses and centers throughout the world. Students can choose from 53 majors and 47 minors in the undergraduate College, with four divisions and seven professional schools for graduate study.
