Job description
Department
University Events and Ceremonies: Staff Group 1
About the Department
The Office of University Events and Ceremonies is a department comprised of special events professionals who oversee complex initiatives for the Office of the President, Office of the Provost, and other campus partners who require consultation, production, and event management services.
Job Summary
Under the direction of the Senior Associate Director, Office of University Events and Ceremonies, the Event Specialist will provide support and professional expertise in managing events for the Office of the President and Provost and additional events as assigned, totaling approximately 20-25 events annually, along with supporting the planning and execution of the University’s annual Convocation.
The candidate must have a demonstrated track-record of experience and achievement that ensures they can work effectively with the University's senior leadership team, including the President, Provost, Vice Presidents, and Deans. ln addition, the Event Specialist is expected to build collaborative relationships with team members, vendors, key stakeholders, and the campus community.
Responsibilities
- Manages event logistics for the Office of the President, Provost, and other department events.
- Creates planning timelines and ensures that every task gets completed for each event.
- Coordinates and oversees all event logistics, including but not limited to venue research and selection, security, catering, transportation, floral installations, floor plan, linen, equipment, audio-visual, and custodial services per event.
- Conducts meetings with and/or provides check-ins with University colleagues as planning progresses.
- Develops productive working relationships with campus community and event management counterparts in other units.
- Creates and manages event budgets. Adheres to overall budget for each event and track cost-saving initiatives from year to year if an annual event. Processes all invoices after each event.
- Coordinates with the appropriate University colleagues and Event Administrators to determine invitees and compile guest lists for event invitations.
- Coordinates production of invitations and oversees event administrator to insure accurate and timely invitation deployments are made.
- Creates and distributes comprehensive event memos/briefings to University leadership.
- Provides on-site event production. Works effectively with other event professionals and vendors, including those in leadership roles to execute each event.
- Coordinates events debrief meetings for events if applicable.
- Plays an integral role in event logistics, programming, and other related tasks for Convocation.
- Assists with special projects, team member events, and additional events upon request.
- Performs administrative and related duties as required.
- Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.
- Assists with research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
- Works to implement ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance with direction from others.
- Performs other related work as needed.
Minimum Qualifications
Education:
-
Work Experience:
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Work Experience:
-
Certifications:
Certifications:
-
Preferred Qualifications
Education:
- Bachelor’s degree.
Experience:
- Three to five years of progressive experience in event planning and coordination, in a higher education setting.
Technical Skills or Knowledge:
- Working knowledge and experience with Microsoft Outlook, Word, Excel, and PowerPoint.
Preferred Competencies
- Well organized and detail-oriented in all aspects of their work, but especially when meeting recurring and critical deadlines and/or planning events/meetings/ceremonies.
- Stay calm and make strong decisions, especially when under pressure.
- Possess strong written, presentation, oral, and interpersonal communication skills and accurately communicate content, intent, and information.
- Excel at multi-tasking and handling multiple priorities simultaneously, while ensuring a high degree of accuracy in a fast-paced environment.
- Be highly organized and take initiative.
- Provide superior customer service.
- Successfully work independently and as part of a team.
- Appropriately represent the Office of the President of which it is a part, including a strict adherence to a professional appearance, demeanor, and manner of interacting with others.
- Possess budget management skills and easily execute events and meetings within the established financial parameters.
- Familiarity with the University is a plus.
Application Documents
- Resume/CV (required)
- Cover Letter (preferred)
- References Contact Information (3)(preferred)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Communications
Role Impact
Individual Contributor
FLSA Status
Exempt
Pay Frequency
Monthly
Scheduled Weekly Hours
37.5
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Statement
Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the
University of Chicago Vaccination GoForward
.
The University of Chicago is an
Affirmative Action/
Equal Opportunity/Disabled/Veterans Employer
and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the
University's Notice of Nondiscrimination.
Staff 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.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
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.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:
http://securityreport.uchicago.edu
. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
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