Climate Institute Operations Coordinator

Climate Institute Operations The University of Chicago Institute for Climate and Sustainable Growth (ICSG) is a groundbreaking effort uniting faculty from across the University to advance society’s understanding of our energy and climate future. The Institute combines faculty insights in energy markets and policy, climate systems engineering, and energy technology to produce world-changing ideas while also investing in the next generation of energy and climate thinkers, leaders, and innovators through novel educational programs. The Institute for Climate and Sustainable Growth is seeking an Operations Coordinator to perform a diverse set of critical administrative and operational duties in support of the Institute’s day-to-day operations. The ideal candidate will independently perform operational support duties and address everyday office needs, while conferring with their supervisor to resolve complex issues. This position will oversee all aspects of routine operations; manage access and use of physical office space; work with IT Support on IT equipment and other supplies as needed by Institute staff. This role will also support team leads to ensure smooth operations for leadership priorities including events, visitors, and education programs. This individual will have a strong work ethic, maintain confidentiality, and quickly learn and build relationships across educational departments. Under the general direction of the Operations Manager, this person will ensure high-quality operations and facilities support for faculty, staff, students, visitors, and all constituents.

• Oversees and maintains the physical office space, including repairs, upgrades, and custodial services in coordination with Operations Manager.
• Writes and updates standard operating procedures for common tasks like mail handling, supply ordering, or equipment check-out.
• Conducts routine inspections and coordinates with Facilities Services on maintenance and service requests.
• In cooperation with the Operations Manager, coordinates space planning, office moves, and workspace configurations.
• Prepares offices for new hires and coordinates employee relocations and exits.
• Maintains office access, keys, and security cards in coordination with Operations and HR. This work includes ordering new keys and cards, providing keys for new arrivals, and collecting them upon departure. Serves as the main contact for office and building lockouts.
• Partners with IT Support to ensure all equipment is inventoried, functional, and properly distributed.
• Oversees mail, deliveries, and package distribution, ensuring timely processing.
• Maintains printers, copiers, and shared machines; orders supplies and coordinates repairs.
• Orders and manages office, beverage, and kitchen supplies across the various Institute space, including inventory tracking; ensures shared spaces remain clean and functional.
• Provides support during events, orientations, and visitor tours.
• Serves as a resource on office procedures, operational and safety compliance, and administrative operations.
• Assists with operations-related financial processes, including purchase orders, expense reports, and budget tracking.
• Supports the Director of Finance and Operations with operational projects and policy development.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree). Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

• Associate’s degree.

• Proficiency in Microsoft Office, particularly with Word and Excel.
• Create Microsoft Excel reports to manage, update, and organize data.
• Understanding of Microsoft Office Suite, email clients, and browsers.

• Self-starter, strong work ethics, with high level of attention to detail.
• Strong written, interpersonal, and verbal communication skills.
• Manage multiple projects simultaneously and meet tight deadlines.
• Excellent organizational skills and problem-solving skills.
• Follow an issue through to resolution.
• Demonstrated skill in working both independently and as a team member.
• Take initiative and organize and complete projects with minimal supervision.
• Interest in overall employee experience and positively impact that experience.

• Outdoor weather exposure.
• Office environment.
• Bend, crouch, or stoop.
• Carry or lifts loads of 25 to 49 lbs.
• Sit for 2 hours to 4 hours.
• Use computers extensively for 2 hours to 4 hours.
• Eligible for a partially remote work schedule.

• Resume/CV (required)
• Cover Letter (required)
• Three Professional References Contact Information (required)

Administration & Management Individual Contributor 37.5 No No No Hourly Non-Exempt $27.73 - $31.64 Yes