Los Angeles, California
Madison, Wisconsin
Washington, D.C./Hybrid (mix of telework and office days)
Washington, D.C./Hybrid (mix of telework and office days)
New York, NY, US, 10001
Posted: 14-Jul-23
Location: Chicago, Illinois
Type: Full-time
Salary: Open
Internal Number: JR22994
Job Description:
- Under the direction of the Senior Manager, Events and Academic Programs, assists with the coordination of events, including reserving space and hotel room blocks, coordinating with caterers, communicating with speakers, arranging transportation, setting up audio/visual equipment, tracking attendees, providing updates of attendance to the team, and preparing printed materials.
- Supports on-site events, including setup and breakdown.
- Coordinates logistics and catering setup for weekly institute workshops.
- Supports event speakers by communicating logistics, booking travel/hotels, collecting slides, coordinating meetings and activities, responding to on-site needs, and collecting feedback.
- Works with the Communications team to regularly review the accuracy of, and submit updates for, event-related content.
- Contributes to ongoing marketing efforts of BFI programs and events, including increasing outreach to other divisions across campus to engage their students, faculty, staff, and alumni in institute programs.
- Assists with identification and resolution of event and program needs, including vendor selection and contract negotiation.
- Keeps track of all expenses, prepares reports on costs, using existing procedures to solve routine problems as they arise.
- Creates event registration pages and maintains guest lists.
- Compiles data to be used in event and program evaluation. Contributes to improvements by implementing ideas as they are identified, with general direction from others.
- Maintains guest lists and assists with mailing invitations and creating brochures for the event.
- Compiles data to be used in event and program evaluation. Contributes to improvements by implementing ideas as they are identified, with general direction from others.
- Performs other related work as needed.
Preferred Qualifications
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Experience:
- A minimum of two years of relevant experience, such as event and/or conference planning.
- Background in higher education is a plus.
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Technical Skills or Knowledge:
- Demonstrated skill and knowledge of Microsoft Windows suite, including Microsoft Outlook, Word, Excel, and PowerPoint.
Preferred Competencies
- Attention to detail.
- Maintain confidentiality.
- Work on multiple projects simultaneously, set priorities, and meet deadlines.
- Budget management skills.
- Excellent verbal and written communication skills.
- Organizational skills
- Demonstrated ability to be an excellent team member.
- Understanding of higher education and/or nonprofit organizations.
- Diplomatic and customer service-based approach to interacting with colleagues and others.
Working Conditions
- Work irregular hours, including occasional early mornings and late evenings to staff  BFI events
Application Documents
- Resume/CV (required)
- Cover Letter (preferred)
- Three Professional References Contact Information (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.
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.
