Reporting to the Director of the Office of University Events and Ceremonies, the Associate Director bears primary responsibility for overseeing the protocol and execution for the annual university convocation ceremony along with the division and school diploma ceremonies. In addition, the Associate Director assists with events involving high levels of University administration as assigned.
The primary duties and responsibilities of the Associate Director, Office of University Events and Ceremonies, including but not limited to the following:
Oversee the planning and execution for the annual university convocation ceremony:
Act as the point person for all convocation-related questions, including protocol, academic regalia, marching orders, best practices, etc.
Serve as primary liaison with various university partners, including police, facilities, transportation, venues, divisions and schools, university administration, etc.
Develop and coordinate all communications and programmatic collateral including the communications timeline, script, program, procession, marketing materials, online content, and lead the university-wide convocation communications committee
Oversee relationships with vendors and negotiate contracts. Vendors include those involved with event production, audio/visual, communications and marketing collateral, rentals, catering, etc.
Develop detailed staffing plans and oversee event-related training for approximately 150+ full-time staff, staff volunteers, and student staff
Provide strategic direction for successful ceremony execution by identifying opportunities to enhance and implement best practices and alleviate challenges
Responsible for the cohesive event execution and production schedules for all ceremonies
Oversee the annual convocation budget
Manage and produce other events for the Office of the President, Provost and other campus partners:
Assist in creating the overall event concept in coordination with event partner
Create planning timelines and serve as project manager for the completion of each deliverable
Coordinate and oversee logistics, including but not limited to, venue search and selection, catering, security, transportation, stage and floral installations, rentals, and facilities requests
Oversee the budget for each event and provide financial projections and track cost saving initiatives
In coordination with the List Management team, coordinate the production and execution of event invitations and guest list tracking
Create and distribute comprehensive event memos to University Leadership
Coordinate event debrief meetings following each event
As a member of the management team within the Office of University Events and Ceremonies, assist with the development of office protocol and guidelines as well as the staff evaluation processes
The Associate Director oversees one (1) full-time Event Specialist who is responsible for assisting with Convocation as well as independently managing an event portfolio along with Temporary Event Support as needed.
Build collaborative relationships with the campus community, vendors, and key stakeholders
Manage special projects, and additional events upon request
Other Duties as assigned
Appropriately represent the Office of the Secretary of the University and the Office of the President, including strict adherence to professional appearance, demeanor, and manner of interacting with others required.
Ability to maintain a calm and courteous demeanor while handling competing priorities, a heavy workload, complex problems and tight deadlines required
Ability to work independently and in a team environment
Ability to deliver high-quality results in a dynamic environment and to anticipate future needs
Ability to execute events/meetings within an established budget required
Strong written and verbal communication skills required
Sound judgment and excellent problem-solving skills required
Ability to work non-traditional hours required
Demonstrated ability to be highly organized and take initiative required
Ability to multi-task and handle multiple priorities simultaneously required
Excellent organizational and analytical skills are required. Ability to handle highly-sensitive and confidential information required
Ability to ensure a high degree of accuracy in a fast-paced environment required
Ability to provide superior customer service skills, teamwork, and attention to detail required
Maintain working knowledge of a range of computer systems required, including Microsoft Office Suite
Understands the University culture and reflects it well in the quality of the events planned and executed required
Education, Experience or Certifications:
Bachelor's degree required.
The successful candidate will be a seasoned professional with prior experience planning and implementing complex events.
A minimum five to seven years of progressively responsible experience in event and meeting planning and management required, preferably in a higher education setting.
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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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Internal Number: JR03368
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