2) Facilitate and support the execution of program events, including networking events, capstone showcases, and student orientations for three professional masterâ™s degree programs
3) Create and manage a master events calendar for the Professional Studies department that encompasses recruitment, marketing, student affairs, and external relations events
4) Working with program staff, plan and follow strategic plans to achieve desired event objectives
5) Develop timelines for planning and day-of-event activities and oversee the planning and execution of logistics (e.g., facility selection, menu planning, transportation arrangements, and audio/visual equipment) for organization meetings and special events
6) Ensure seamless coordination with staff and other key partners across the University
7) Generate and manage guest lists and reports
8) Execute all event preparation activities
9) Contract negotiation and coordination of vendor services such as catering, entertainment, and custodial services, to ensure that all event needs are met
10) Work with marketing team to update the website, develop invitations and other marketing collateral
11) Order name tags, create name tents, purchase gifts, etc.
12) Manage and oversee RSVPs and other attendant responses as well as post-event follow-up (thank- you notes, audio-visual recording distribution, etc.)
13) Process speaker payments and honorariums
14) Arrange transportation and parking arrangements
15) Implementation of check-in procedures and attendance tracking options
16) Resolve any issues and/or conflicts that arise during the planning stages or the course of the events
17) Create contingency plans and implement solutions for any unexpected changes or issues that arise
18) Troubleshoot technical issues
19) Ensure event plans are in compliance with University policies, procedures and standards
20) Handle pre-event coordination, day-of staffing, and post-event follow up
21) Ensure a smooth and timely payment and processing of all event-related costs
22) Support staff as needed
23) Program Administration
24) Provide key support for professional masterâ™s programs. Perform fundamental administrative duties in support of the day-to-day operations associated with three professional masterâ™s degrees
25) Assist program managers, directors, and other program staff to ensure effective program implementation, accurate data collection for reporting, and quality program implementation in accordance with University policies and procedures
26) Set up and distribute monthly and final course evaluations
27) Process capstone/gift aid each quarter
29) Distribute and collect student surveys
30) Manage student communication in collaboration with program teams
31) Assist with instructor support activities and payment processing
1) The Events and Administrative Specialist for Professional Programs is a very detail-oriented person with strong process and project management skills.
2) This role will provide direct administrative support to students and staff in the professional studies programs, with a focus on event management.
3) The Events and Administrative Specialist will spend a portion of each day managing the front desk, assisting and greeting all visitors entering the office while providing exemplary customer service.
4) Candidates must have experience in an environment committed to the highest level of standards of customer service and quality.
1) Gleacher Center Campus, occasional travel to Hyde Park campus
2) Core hours: 10:00 am â“ 6:00 pm. Occasional weekend and evening hours are required to support program events.
1) Bachelorâ™s degree
1) A minimum of two years of relevant experience
2) Experience working with sensitive data and budget monitoring
2) Cover Letter
3) Reference Contact Information
NOTE: When applying for this position, all required documents MUST be uploaded into the RESUME/CV section of the application.
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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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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.