Under the direction of the 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 30 events annually along with supporting the planning and execution of the Universityâ™s annual Convocation.
The candidate must have a demonstrated track-record of experience and achievement that ensures he/she 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.
As Event Specialist in the Office of University Events and Ceremonies, this individual will:
Support the Associate Director on event logistics for the Office of the President, Provost, and other department events and conferences along with supporting roles for Convocation.
Manage and oversee event logistics, programming, and other related tasks for Convocation.
Manage and oversee event logistics for the Office of the President and Provost and other events as assigned. Assist in creating overall event concept with University colleagues per event. This could include: Luncheons, Receptions, Dinners, Lectures, etc.
Create planning timelines and ensure that every task gets completed for each event.
Coordinate and oversee 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.
Conduct meetings with and/or provide check-ins with University colleagues as planning progresses. Develop productive working relationships with campus community and event management counterparts in other units.
Create and manage estimated event budgets.
Adhere to overall budget for each event and track cost-saving initiatives from year to year if an annual event.
Oversee and coordinate production of invitations.
Coordinate with the appropriate University colleagues and Event Administrator to determine invitees for and compile guest lists for event invitations.
Create and distribute comprehensive event memos/briefings to University leadership.
Provide event production on-site as needed. Work effectively with other event professionals, including those in leadership roles.
Track invoices in event database and submit for payment.
Track all event logistics in event database on an ongoing basis.
Coordinate event debrief meeting per event.
Assist with special projects, team member events, and additional events upon request.
Perform administrative and related duties as required.
Perform all other duties as assigned.
The successful candidate is well organized and detail-oriented in all aspects of his/her work, but especially when meeting recurring and critical deadlines and/or planning first-time events/meetings/ceremonies. The ideal candidate will:
Have the ability to 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 Secretary of the University and 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.
Have working knowledge and experience with Microsoft Outlook, Word, Excel, and PowerPoint.
Understand the University of Chicago culture and consistently produce efforts of the highest quality and standards.
Education, Experience or Certifications:
Bachelorâ™s Degree required.
The successful candidate will be a professional with prior experience planning and implementing events.
A minimum of (3) three years of progressively responsible experience in event planning and coordination, preferably in a higher education setting, required.
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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 the Applicant Inquiry Form.
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