Job Summary: Under the direction of the Senior 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.As the Events and Communications Manager, Office of University Events and Ceremonies, this individual will:Convocation ManagementServe as the lead project manager in producing all communications for Convocation, including print, digital, web, and giveaway products.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.Serve as backup to Senior 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.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.Maintain the overarching production schedule, including all milestones with facilities requests, vendor due dates, planning meetings, etc.Assist with the convocation staffing plan to recruit University staff as volunteers for June Convocation, including providing assignments, training, and staff shirts.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. Assist with securing room and building reservations and maintaining a database of all reservations as needs are modified.Maintain staff training documents and presentations.Update the convocation budget and process financial invoices.Order and maintain inventory and supplies related to Convocation including, but not limited to, academic regalia, diploma covers, gonfalon's and flags, etc.Assist Senior Associate Director and larger team on miscellaneous projectsPerform all other duties as assigned.Events and Communication ManagementServe 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. Manage and produce approximately 20 University events as assigned.Assist in guiding the creation of overall event concept with University colleagues per event.Create master project management timeline, and oversee milestone achievement and task delegation for each event.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.Create and manage event budgets, process invoices accordingly.Create and distribute comprehensive event memos and briefings to University Leadership.Manage event close-out process to finalize all event logistical and financial documentation. Identify opportunities to enhance and implement best practices for future events.Develop productive working relationships with campus community and event management counterparts in other departments.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status or status as an individual with disability.The University of Chicago is an Affirmative Action / Equal Opportunity / Disabled / Veterans Employer.Job seekers in need of a reasonable accommodation to complete the application process may contact Human Resources by calling 773-834-1841 or by emailing email@example.com with their request.
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