Senior Program Coordinator, ICSG

Climate Institute Events

Department

The University of Chicago Institute for Climate and Sustainable Growth (ICSG) is a groundbreaking initiative that brings together faculty from across the University to advance society's understanding of our energy and climate future. ISSG integrates insights into energy markets and policy, climate systems engineering, and energy technology to generate transformative ideas, while also fostering the next generation of energy and climate leaders through innovative educational programs.

The Senior Program Coordinator is a member of the Institute for Climate and Sustainable Growth's Events team at the University of Chicago, and manages assigned visitor programs and recurring Institute seminar series while supporting broader Institute programming and visitor engagement activities. Reporting to the Manager, Institute Events and Visitor Program, this role greatly contributes to the coordination of Institute visitors, scholars, fellows, and affiliated researchers while supporting a range of academic and public-facing programming activities.

Works closely with other members of the Events team to support the successful planning and execution of Institute events. This position has primary responsibility for the operational management and execution of recurring Institute seminar series and visitor-centered programming, serving as the principal coordinator for speakers, participants, and program stakeholders. As a senior member of the Events team, the Senior Program Coordinator collaborates across departments including Communications, Finance, Human Resources, Development, and faculty leadership to ensure seamless event operations and high-quality visitor experiences.

The ideal candidate is highly organized, proactive, collaborative, and comfortable managing multiple priorities in a fast-paced academic environment.

• Leads the coordination and logistical management of Institute visitors, including scholars, fellows, researchers, and affiliated guests, managing travel, accommodations, itineraries, meeting schedules, and campus activities.
• Serves as the primary point of contact for visitors before and during their time at the Institute, ensuring a welcoming and professional experience.
• Collaborates with Institute leadership, faculty, human resources, and other University offices to support visitor engagement, onboarding activities, documentation requirements, and institutional processes.
• Maintains visitor calendars, office space assignments, internal tracking systems, and communications related to visitor programs and engagement opportunities.
• Serves as the primary program coordinator and operational lead for recurring Institute programming, including the EPIC Weekly Seminar Series, the CSEi Monthly Seminar Series, and other recurring visitor-focused programs involving external speakers, faculty, researchers, and affiliated guests.
• Independently manages the planning and execution of assigned seminar series and recurring programs, coordinating speaker engagement, scheduling, travel arrangements, accommodations, communications, event logistics, and program materials.
• Serves as the primary point of contact for seminar speakers and program participants, exercising independent judgment to resolve scheduling conflicts, logistical challenges, and program-related issues.
• Develops and maintains annual program calendars, timelines, and planning processes for assigned recurring programs, ensuring alignment with Institute priorities and stakeholder expectations.
• Partners with the Senior Event Coordinator to support Institute workshops, conferences, public programs, and special events while serving as the primary coordinator for assigned recurring seminar and visitor programs.
• Provides onsite operational leadership for assigned programs and events and ensures a high-quality experience for speakers, visitors, and participants.
• Tracks expenses related to visitor programs and events, processes invoices and reimbursements, and assists with expense reconciliation in accordance with University policies.
• Coordinates with the Finance team to ensure compliance with University financial procedures and documentation requirements.
• Maintains records, reports, operational documentation, and data related to visitor engagement and program participation.
• Serves as a liaison between internal teams to support the successful coordination of Institute programming and visitor engagement activities.
• Develops, maintains, and improves operational processes, templates, workflows, and tracking systems related to visitor and program coordination.
• Identifies opportunities to enhance operational efficiency and improve the visitor experience across Institute programs.
• Provides guidance and support to the Event Coordinator on visitor-related logistics and operational processes, as appropriate.
• Uses general understanding and experience to administer the delivery of services to program participants and/or…