Operations Coordinator
Job Description
Department
UEI To&Through Initiative
About the Department
The To&Through Project is one of five units at the Kersten Institute for Urban Education that collectively work toward a shared mission of improving educational outcomes & promoting equity in schools & communities. At the To&Through Project, we believe that schools should be places where all students have access to equitable learning experiences and pathways from the middle grades through college graduation. We strive to create equitable education outcomes for Chicago Public Schools students by helping educators use data for inquiry and impact:
Data: We analyze and share quantitative and qualitative data on the educational journeys of Chicago Public Schools students
Inquiry: We work alongside education stakeholders from across the system to make meaning of data in ways that support and shift practice
Impact: We help realize equitable learning experiences, pathways, and outcomes for CPS students from the middle grades through college graduation
The To&Through team is a small, close-knit group of analysts and practitioners who are deeply committed to make schools in Chicago more equitable for marginalized students. We strive to create a highly personable, collaborative, and reflective culture that encourages people to bring their whole selves to work. We try to live out our values (care for each other, practice anti-racism, have integrity, be creative and curious, and respect all forms of expertise) not only in the work we produce, but also in the rituals and routines that hold our team together: monthly equity team meetings, feedback sessions, book groups, retreats, coffee chats, and regular supervisor/supervisee feedback. For more information visit: https://toandthrough.uchicago.edu/
Job Summary
This is a grant funded position. The primary grant expiration date is 06/30/2028. If the grant is not renewed or a replacement funding source is not identified, the position may end upon grant expiration.
Categories of job responsibilities and approximate percentages are as follows:
Event Logistics and Operations - 35%
Communications - 20%
Website Management - 20%
Administrative Support for T&T Programs - 15%
Organizational Participation - 10%
Responsibilities
Coordinate with To&Through Project team members and partners to plan and execute purposeful and engaging in-person events, professional learning spaces, and convenings that center collective impact — selecting venues that support each gathering’s goals, managing catering and vendors, overseeing registration and participant communications, and coordinating AV needs to ensure a seamless experience.
Schedule Zoom/Google Meets and manage tech support for all To&Through and Middle Grades Network (MGN) virtual events.
Support coordination and book transportation with approved CPS vendors for in-person MGN Student Fellowship sessions.
Collaborate with the Learning and Engagement team to prepare external speakers and presenters, including developing technical guides, scheduling prep calls, and ensuring presenters understand the purpose and intended experience of each gathering.
Liaise with external presenters to ensure completion of relevant paperwork, arrange travel, process stipends/fees, and gather necessary information for successful participation.
Work with the Director of Learning and Engagement to support the scheduling, communication, and promotion of quarterly public events to ensure broad reach of our events and engagement of stakeholders across our education ecosystem.
Partner with the Managers of Coaching and Improvement to develop and publish an annual program calendar, including managing calendar invites to ensure coordination with broader To&Through needs and other Kersten Institute units.
Supports logistics of social media and communication efforts in partnership with Director of Learning and Engagement.
Manage updates and front end maintenance of the To&Through’s website, working with leadership, sub teams, Kersten Institute IT, and external contractors to support necessary content updates and changes. This includes working across teams to creating graphics, building out web pages, uploading reports, creating links and to facilitate quality online engagement.
Collaborate with KIUE website administrators and consultants on updating, expanding and sustaining the website.
Conduct website maintenance edits as requested by the team.
Facilitate team wide impact assessment by analysing GA4 website engagement and event metrics bi-annually, working in collaboration with sub-teams.
Set up and arrange logistics around organizational meetings and social activities including but not limited to monthly team equity meetings and quarterly staff retreats.
Lead special projects and participate in funding development activities, as needed.
Facilitate payment for team wide expenses, tracking spending and following University expense reporting guidelines.
Partner with external contractors to navigate the University vendor process, receive invoices, and work with internal systems to facilitate payment.
Support the Executive Director and To&Through Team leadership in scheduling meetings with external partners.
Take minutes/notes at full team meetings and events, as needed.
Participate fully in To&Through Project meetings, retreats, equity learning spaces, and team development spaces.
Contribute to the ongoing evolution of To&Through’s culture, practices, and ways of working.
Support in the dissemination of To&Through Project data and research, as needed.
Contribute feedback and support to ongoing efforts focused on the execution of To&Through Project’s mission.
Plans and schedules events, programs, and outreach. Coordinates event-day logistics, and performs other routine assignments with guidance from others.
Assists with identification and resolution of event and program needs, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve routine problems as they arise.
Maintains guest lists and assists with mailing invitations and creating brochures for the event.
Compiles data to be used in event and program evaluation. Contributes to improvements by implementing ideas as they are identified, with general direction from others.
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 Qualifications
Education:
Bachelor’s degree.
Experience:
Demonstrated experience designing and organizing operational systems to manage workflow and tasks.
Demonstrated experience coordinating across teams and external partners to advance shared goals and deliver results.
Demonstrated experience navigating organizational software and platforms to facilitate business processes and needs.
Demonstrated resourcefulness and creative problem-solving skills, with the ability to anticipate challenges and identify practical solutions.
Preferred Competencies
Strong belief in equitable educational outcomes and experiences for all students.
Commitment to improving postsecondary access and success, particularly for underserved communities.
Understand the local Chicago education landscape and be able to leverage professional networks to disseminate knowledge and build community.
Ability to build and manage relationships across difference.
Passion for designing purpose-driven gatherings that go beyond logistics to create meaningful, connective experiences for participants.
Proactive attention to what makes a high-quality gathering — including intentional openings and closings, thoughtful participant experience, and an orientation toward fostering genuine connection and belonging among attendees.
Proficiency in Google Suite and Microsoft Office.
Experience in AI and LLMs to support work structures and systems.
Ongoing commitment to self-reflection, learning, and growth.
Demonstrated interest in learning more about data application in education, public education systems, and the development of equitable attainment pathways in higher education.
Exceptional organizational skills, attention to detail, and written/oral communication.
Ability to take initiative and a proactive approach to tasks and projects.
Ability to exercise sound judgment and maintain confidentiality.
Ability to work independently, with supervision, or in collaboration as a team member; excellent interpersonal skills.
Ability to navigate complex institutional processes with persistence and diplomacy, following through to resolution even when facing bureaucratic obstacles.
Ability to work collaboratively in a fluid organizational environment.
Ability to interact/communicate with clarity, tact, and courtesy with visitors and stakeholders.
Working Conditions
Hybrid work schedule with time on-site at the Hyde Park campus.
Local travel within Chicago for meetings, events, and learning sessions.
Occasional evening or event-based work.
Some out-of-area travel for conferences or partner convenings, as needed.
Application Documents
Resume (required)
Cover letter (required)
References (when requested)
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.
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