Develops event planning timelines and day-to-day implementation of faculty and student-driven events, including conferences, seminars, workshops, and speaking engagements.
Selects catering vendors and menus, ensuring dietary preferences and restrictions are noted.
Arranges facility selection, room reservations, menu planning, catering set-up, transportation arrangements, audio/visual equipment, entertainment, custodial, building access, security, etc.
Manages contracts with vendors and works to maintain and improve relationships with service providers.Â
Corresponds with planning partners, speakers, attendees, and other stakeholders as appropriate.
Supports speakers by creating itinerary and agenda, coordinating complex and detailed travel plans, to include associated visa(s), airfare and ground transportation, hotel, and payment and/or reimbursement.
Ensures smooth and timely payment and processing of all event-related costs and reimbursements including honorarium and one-time payments.
Sets up hotel room block.
Resolves any issues and/or conflicts that arise during the planning stages and create contingency plans and implement solutions for any unexpected changes.
Maintains inventory of event supplies, PPE and materials, and tracks all supply use or rentals from internal and external partners.
Understands application and coordination of multiple AV technologies used in planning, execution, and reporting; troubleshoot minor technical issues with campus partners.
Assists Communications Manager with creative direction of digital, print, visual and environmental graphics of invitations, posters, and other web content.
Works with Communications Manager to submit, send, and/or update all internal event communications and advertisements, to appropriate listservs.
Works with Communications Manager to create accounts, accept online credit card registration payments, and process refunds.
Creates WIFI access for all guests.
Creates, prints, and assembles name badges and name tents for registration.
Manages onsite check-in and attendance tracking in case of contact tracing needs.
Runs registration reports and final attendance/engagement reports.
Coordinates staffing plan for events.
Onsite event support to include, but not limited to, set up and break down, extensive email communication, and serving as the main point of contact for all inquiries.
Arranges for on-campus rooms to be reset post conference.
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.
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.
Preferred Qualifications
Experience:
Background in event planning and meeting management, particularly with executive-level and international events.
Experience working at academic conferences, workshops, symposia, awards programs, or similar activities within higher education.
Skilled at crafting event marketing strategies and campaigns.
Technical Skills or Knowledge:
Working knowledge and experience with Microsoft Office, Zoom, Google Workspace, SAP/Concur or similar software.
Basic graphic design and video editing (Adobe Creative Suite, Canvas) knowledge is a plus.
Familiarity with higher education environment and knowledge of the University of Chicagoâ™s unique culture is a plus.
Preferred Competencies
Verbal and written professional demeanor, including comfort addressing an in-person or virtual audience, tact, discretion, and a customer service-oriented approach to the job.
Background working with senior executives, dignitaries, and/or public officials.
Maintain, track, and execute event within an established budget.
High attention to detail and follow-up, and excellent organizational and project management skills.
Multi-task and handle multiple priorities and constituents simultaneously and demonstrate grace under pressure when handling challenging or unexpected situations.
Deliver high quality results in a dynamic environment.
Work collegially and collaboratively in a team setting, under an expectation to proactively contribute to overall team success by presenting ideas, identifying problems, anticipating needs and researching solutions.
An exceptional work ethic and track record of personal initiative.
Ability to learn new systems.
Working Conditions
Willing and able to travel.
Work some evenings and weekends.
Application Documents
Resume/CV (required)
Cover Letter (required)
References Contact Information (3)(required)
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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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