Careers

Job Description:

• Oversees all aspects of EPICâ™s public and private events, including weekly lunch seminar, student events, and 4 to 6 larger, public events per year. This includes coordinating with faculty and senior staff, managing outside vendors, securing and staging event sites, and coordinating logistics of onsite event support.
• Supervises day-of event staff and vendors.
• Spearheads all pre-event logistics including travel arrangements for visitors, speakers and faculty.
• Serves as a key point of contact for all campus visitors, including senior government and industry officials.
• Works with relevant University departments to allocate office, conference, and event space for visitors and staff.
• Oversees EPICâ™s academic visitor program, supporting approximately 5 to 10 academic visits per year.
• Compiles data to be used in event and program evaluation. Suggests improvements by implementing ideas as they are identified, with general direction from others. 
• Uses existing and new procedures to solve routine and complex problems as they arise.
• Maintains inventory of event and office supplies.
• Manages the day-to-day operations of the office, including inventory and equipment.
• Maintains relationships with relevant vendors and University departments, including maintenance, to ensure smooth operations of the office.
• Manages financial processes, including reimbursements, invoices, contracts and liaising with University finance staff where necessary.
• Works with minimal guidance in space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations. Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
• Manages large print mailings, which involves maintaining stakeholder lists, conducting mail merges and coordinating with print and distribution vendors.
• Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.
• 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.
• Performs other related work as needed.

Preferred Qualifications

Education:

• Bachelorâ™s degree in related field.

Experience:

• Three to five years of experience in events and other related programming.

Preferred Competencies

• Demonstrated ability to take initiative and work independently, while remaining in close coordination with other members of the team.
• Strong communication and organizational skills, with proven ability to juggle competing priorities with diplomacy, tact, and goodwill.
• Familiarity with organizing and managing events, ideally including public events for up to 150 people.

Technical Skills or Knowledge:

• Demonstrated skill and knowledge of or ability to quickly learn, the internal workings of the University.
• Proficient in Microsoft Windows Suite, including Microsoft Outlook, Word, Excel and PowerPoint.
• Willingness to learn new systems and software as necessary.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• Professional References Contact Information (3)(required)

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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