1) ln supporting institutional governance efforts at the University, the Office of the Secretary of the University works closely with other departments and units, including the Provostâ™s Office, the Office of the CFO, Alumni Relations & Development, and the Office of Legal Counsel, to name a few.
2) 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. Among other high-profile public and private events, the department oversees the protocol, planning, and execution for the institutionâ™s annual Convocation ceremony. It is the responsibility of the Office of University Events and Ceremonies to uphold the exacting standards of the University, and to ensure all events exhibit the same level of quality that reflects the University of Chicagoâ™s longstanding commitment to tradition, excellence, and academic inquiry.
3) Under the direction of the Associate Director, Office of University Events and Ceremonies, the Events and Communications Manager will be primarily responsible for providing support for the production of the annual Convocation ceremonies, as well as independently planning and executing events as assigned, totaling approximately 20 events annually
1) Serve as the lead project manager in producing all communications for Convocation, including print, digital, web, and giveaway products.
2) Serve as the team liaison with the in-house university creative team, UChicago Creative, and advise on best practices for securing photographers, videographers, designers, and on how to maintain proper use of the university brand.
3) Serve as backup to Associate Director with learning programmatic background and strategies with regard to registrar, speakers, convocation program, and how to navigate relationships with university schools and divisions, etc, when producing high-profile and major university events.
4) Serve as the main contact with convocation vendors who provide services pertaining to event production, furniture rental, audio visual, etc., and coordinate logistics and production timelines.
5) Maintain the overarching production schedule, including all milestones with facilities requests, vendor due dates, planning meetings, etc.
6) Assist with the convocation staffing plan to recruit University staff as volunteers for June Convocation, including providing assignments, training, and staff shirts.
7) Assist with the hiring and onboarding of all student positions including Student Marshals and Student Ushers, including day-to-day management of student office assistants.
8) Assist with securing room and building reservations and maintaining a database of all reservations as needs are modified.
9) Maintain staff training documents and presentations.
10) Update the convocation budget and process financial invoices.
11) Order and maintain inventory and supplies related to Convocation including, but not limited to, academic regalia, diploma covers, gonfalonâ™s and flags, etc.
12) Assist Associate Director and larger team on miscellaneous projects
13) Perform all other duties as assigned.
Events and Communication Management
1) Serve as the departmental lead for brand and identity management oversight for all events managed by the department, including the review of event invitations, collateral materials and publications, and coordination responsibility with all 3rd party vendors who produce event collateral.
2) Manage and produce approximately 20 University events as assigned.
3) Assist in guiding the creation of overall event concept with University colleagues per event.
4) Create master project management timeline, and oversee milestone achievement and task delegation for each event.
5) Coordinate and oversee all event logistics including, but not limited to, catering, venue research, selection and reservation, transportation, floral installations, floor plan, linen, equipment, AV accommodations (webcasting), security needs, and custodial requests.
6) Create and manage event budgets, process invoices accordingly.
7) Create and distribute comprehensive event memos and briefings to University Leadership.
8) Manage event close-out process to finalize all event logistical and financial documentation.
9) Identify opportunities to enhance and implement best practices for future events.
10) Develop productive working relationships with campus community and event management counterparts in other departments.
11) Assist team members with events as needed.
12) Ensure implementation of event objectives are in compliance with University policies and procedures and consistent with established University identity guidelines.
13) Maintain commitment to learn, implement, and use technological software adopted by the office to enhance event production and tracking processes.
1) The successful candidate is well organized and detail oriented in all aspects of their work, but especially when meeting recurring and critical deadlines and/or planning events, meetings, and ceremonies.
2) The individual possesses strong written, presentation, oral and interpersonal communication skills and successfully communicates content, intent and information accurately.
3) Able to multi-task and handle multiple priorities simultaneously. Ability to ensure a high degree of accuracy in a fast-paced environment required. Demonstrated ability to be highly organized and take initiative.
4) Superior customer service and teamwork skills required.
5) Must be able to 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.
6) In addition, has budget management skills and easily executes events and meetings within the established budget.
7) Working knowledge and experience with Microsoft Outlook, Word, Excel, and PowerPoint.
1) Bachelor's degree communications or related field.
1) The successful candidate will be a seasoned communications and events professional who also has experience planning and implementing complex events and/or communications collateral for major events.
2) Please have 3-5 years of progressively responsible experience in university administration, event planning and/or management, communications management, preferably in a higher education setting.
1) Cover Letter
NOTE: When applying, all required documents MUST be 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.
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: 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.
Internal Number: JR05226
About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.