Under supervision of the Associate Director of Events and Academic Programming, responsible for the management of timelines and day-to-day implementation of BFI faculty and student-driven events, including academic conferences and seminars; BFI-China virtual seminars and workshops aimed at Asian and US audiences.
Understands thoroughly the planning and execution of logistics (e.g., facility selection, menu planning, transportation arrangements, and audio/visual equipment) for organization conferences and seminars.
Works closely with the full events and communications teams under the direction of the Senior Director of Policy, Communications, and External Affairs on event marketing to ensure strategic goals for each event are met.
Develops and manages budgets, tracks expenses and prepares reports on costs throughout the year for BFI conferences and seminars in close partnership with the Associate Director of Events and Academic Programming and the Associate Director of Finance and Operations.
Manages contract negotiations and the selection of vendors.Â Works to maintain and improve relationships with vendors and service providers.
Implements ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance.
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.
Reviews and finalizes the guest lists, assists with mailing invitations and creates brochures for the event.
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.
Bachelorâ™s degree in related field.
Advanced degree in related field.
Track record of success in event and conference management.
Working knowledge developing and monitoring budgets.
Conference and event planning, as well as program management, within higher education.
Background working closely and collaboratively with senior leadership and faculty.
Technical Skills or Knowledge:
Proficient in Microsoft Windows Suite, including Microsoft Outlook, Word, Excel and PowerPoint.
Demonstrated skill and knowledge of or ability to learn quickly, the internal workings of the University.Â·Â Â Â Â Â
Outstanding written and verbal communication skills, as well as organizational skills.
Demonstrated ability to manage multiple projects simultaneously, set priorities, and meet tight deadlines.
Budget management skills.
Effective decision-making with the ability to work independently, as a team member, and under supervision.
Demonstrated ability to work effectively and diplomatically with colleagues, as well as with students, faculty and senior leadership; easily establish rapport and cultivate relationships with individuals both inside and outside of the organization.
Professional demeanor, including tact, discretion, and a customer service-oriented approach.
An exceptional work ethic and record of personal initiative.
Able and willing to work irregular hours, including occasional early mornings and late evenings to staff BFI events.
Professional References Contact Information (3)(required)
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Internal Number: JR11582
About University of Chicago (UC)
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