Coordinator of Academic Administration in Chicago, Illinois at Spertus Institute for Jewish Learning and Leadership

Spertus Institute is seeking a highly organized, detail-oriented and collaborative Coordinator of Academic Administration to support our vibrant academic community! Bring your talents to a diverse academic community where your ideas matter, your professional growth is encouraged, and your work helps our community of learners reach their goals and full potential. This role is a perfect step into work in an academic, communal, non-profit space for new-grads and those looking to grow their talents!

The Coordinator of Academic Administration plays an integral part in our academic operations, assists in bringing creativity and consistency across communications, and contributes to driving recruitment efforts. This role is central to the success of our academic programs, ensuring excellent student and faculty experiences, smooth operations, and strong cross-collaboration among colleagues.

If you enjoy building relationships, managing projects, building processes, and contributing to an environment where everyone can thrive, we'd love to hear from you!

This role reports to the Assistant Dean of Academic Administration.

Key Responsibilities

Academic Administration

• Coordinate daily administrative operations for degree and certificate programs.
• Assist with course scheduling, academic calendars, and program logistics.
• Manage departmental email accounts, calendars and routine inquiries.
• Maintain academic records, updating databases, and documentation while ensuring confidentiality and accuracy.
• Support faculty with course preparation, materials, zoom meeting coordination, and administrative requests.
• Assist with accreditation activities, program reviews, and compliance documentation as needed.

Communications

• Aid in ensuring accuracy and consistency in branding and messaging across programmatic communications.
• Coordinate communication campaigns and student engagement initiatives across programs.
• Prepare presentations, reports, marketing materials, and informational documents, where needed.
• Aid in placing marketing advertisements, editorials and thought pieces across programs.
• Assist in analyzing data and decision-making.
• Keep track of new marketing & communication trends for the team.

Recruitment & Student Engagement

• Support recruitment activities including information sessions, open houses, community visits, and conferences.
• Aid in maintaining recruitment database.
• Assist with application tracking, admissions communications, and recruitment reporting.
• Support the academic team in coordinating outreach initiatives with community organizations and partner institutions.
• Partner in planning onboarding activities for new students, including orientation and welcome events.

General Operational Support

• Work closely with Manager of Programs and Institutional Experience and Venue Six10 in facilitating excellent on-site programming and student seminars.
• Coordinate invoices, travel arrangements, and event logistics in partnership with the Manager of Programs and Institutional Experience.
• Track budgets and assist with financial reconciliation, as assigned.
• Identify opportunities to improve administrative processes and workflow efficiency.

Core skills you bring (and we’ll help you continue to grow!):

• Comfort with Microsoft Office—especially Excel for spreadsheets and tracking, Word, Outlook & Teams.
• Ability to work within databases or information systems—accurate data entry, updating records, and following data quality- steps.
• Strong organization: juggle multiple tasks and deadlines and utilize project management platforms.
• Clear, professional written and verbal communication, including drafting emails and explaining steps to students and faculty.
• Customer service- mindset - patient, helpful, and solution-oriented.
• Curiosity and readiness to lean into utilizing new tools as technology evolves.

Qualifications

Education & Experience

• Bachelor's degree required.
• Administrative, academic support, communications, or recruitment/sales experience a plus!