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Administrative Assistant for Academic Programming

Administrative Assistant for Academic Programming

Spertus Institute, Chicago

Administrative Assistant for Academic Programming

Position Overview

Detailed self-starter with event management experience needed for position key to Spertus Institute's academic and public offerings. The wide-ranging program mix includes lectures, conferences, symposia, professional development workshops, film premieres, performances, and exhibition openings. The Administrative Assistant for Academic Programming works closely with colleagues across the institution and with select vendors. The position reports to the Assistant Director of Mentoring and Programs.

This position requires some evening and weekend work. 


Assist with academic and public programs (65%)

  • Manage arrangements for food service, event staffing, room setups, and AV, in coordination with operational staff.
  • Provide event management assistance before, during, and after events.
  • Lead box office operations for public events.
  • Respond to box office phone line and, as needed, sell tickets online, by phone, and onsite.
  • Prepare box office reports for accounting.
  • Draft program calendar listings. Prepare speaker/presenter/performer contracts and invoices.
  • Academic administrative assistance including copying, scanning, filing, and research assistance.

Office coordination and operations (35%)

  • Maintain office operations and procedures, including managing supply requisitions and ordering office supplies, filing, copying, and maintenance of Spertus event-related financial records.
  • Staff Spertus front-office reception, including answering/transferring general calls and greeting visitors, faculty, and students.
  • Coordinate material preparation, catering, and room booking for internal meetings.
  • Create and post daily event signage.

Key Qualifications

  • At least two years of experience in office administration
  • Event management experience
  • Outstanding attention to detail
  • Self-starter and team player with ability to work well with diverse constituents including donors, trustees, faculty members, adult graduate students, ticket-buying members of the public, and program attendees
  • Excellent writing, communications, and interpersonal skills
  • Expertise in Microsoft Office Suite, experience with Eventbrite, Reserve, or GradPro helpful.
  • Ability to multi-task 


  • Salary Range: $30,000-$40,000
  • Attractive Benefit Package includes vacation and paid sick leave, medical and dental insurance, retirement savings, employee assistance program, and Jewish and secular holidays.

Start Date

  • April 2020


Submit the following to Brooke Herszage at with the words Administrative Assistant in the subject line:

  • Cover letter and record of success
  • Resume with at least three references



Spertus Institute for Jewish Learning and Leadership is a nondenominational institution of higher Jewish education, proudly based in Chicago and increasingly serving students around the world. Its offerings include graduate degree programs in Jewish Studies, Jewish Education, and Jewish Professional Studies, as well as a range of sophisticated professional and public programming.

Founded in 1924 as Chicago’s College of Jewish Studies, Spertus Institute today offers dynamic learning opportunities, rooted in Jewish wisdom and culture and open to all. These opportunities enable personal growth, train future leaders, and engage individuals in exploration of Jewish life. Spertus Institute is accredited by the Higher Learning Commission. It is guided by core principles that inform its operations and programming. Mission and Core Principles >

For Spertus, this is a time of exciting opportunity and growth. Tied to a new Strategic Plan, we are building our standing as a leading center for thoughtful and relevant applied Jewish learning, with programs that address current and emerging needs. About to enter our second century as an academic institute with renewed vigor and vision, we are expanding the Spertus team to achieve ambitious academic and global expansion goals.

What is it like to work at Spertus? Here is what our staff has to say.

In our most recent employee survey, 9 out of 10 employees agreed that:

  • Their work contributes to the organization’s mission, strategy, and goals.
  • They have what they need to be successful in their roles.
  • They are comfortable asking for help from others on their team.
  • They have confidence in the leadership of the organization.
  • Spertus demonstrates care and concern for its employees.

If this is what you would like to be saying about your workplace, Spertus just might be the place for you.

Spertus Institute provides equal opportunity in all employment practices to all qualified employees and applicants without regard to race, ancestry, color, religion, gender, national origin, citizenship, age, disability, medical conditions, pregnancy, marital status, military status, sexual orientation, gender identity or expression, genetic information, or any other category protected by federal, state, and local laws. This policy applies to all aspects of the employment relationship, including recruitment, hiring, compensation, promotion, transfer, disciplinary action, layoff, return from layoff, training, and social and recreational programs. All such employment decisions will be made without unlawfully discriminating on any prohibited basis.

Photo above courtesy DMK Adrien Barakat.