Event Specialist, University Events & Ceremonies

About The Unit: About the Office of the Secretary of the University: Within the Office of the President, the Office of the Secretary of the University has primary responsibility for supporting the governance of the University. The office supports the work of the Board of Trustees, including its quarterly meetings, annual retreats, publications (some in partnership with the Office of the Provost), directories, committee staffing, and orientation for new Trustees. The office coordinates the work of 15 visiting committees and staffing of other boards including the Medical Center, Laboratory Schools, and Baptist Theological Union. Moreover, the office plays a role in: - Coordinating searches for Deans, Directors, and Officers; - Planning and executing quarterly Convocations; - Managing the Quadrangle Club; - Conferring honorary degrees, awards, and medals; - Developing international programs such as the Center in Beijing; - Arranging special events and VIP visits; and, - Managing special projects as assigned by the President. In supporting institutional governance efforts at the University, the Office of the Secretary of the University works closely with other departments and units, including Alumni Relations & Development, the Office of Communications, and the Office of General Counsel. About the Office of University Events and Ceremonies: The Office of University Events and Ceremonies within the Office of the Secretary of the University is designed to be a University-wide resource for those planning an event that is not directly donor or alumni-related. The office assists and supports with event production, consultation, and list management services. It is the office's responsibility to uphold the exacting standards of the University, and to ensure all events exhibit the same level of quality that showcases the University of Chicago's commitment to tradition and excellence.

Unit Job Summary: Under the direction of the Senior Associate Director, Office of University Events and Ceremonies, the Event Specialist will provide support and professional expertise in managing events for the Office of the President and Provost and additional events as assigned, totaling approximately 30 events annually. The candidate must have a demonstrated track-record of experience and achievement that ensures he/she can work effectively with the University's senior leadership team, including the President, Provost, Vice Presidents, and Deans. In addition, the Event Specialist is expected to build collaborative relationships with team members, vendors, key stakeholders, and the campus community. As Event Specialist, Office of University Events and Ceremonies, this individual will: - Support the Senior Associate Director on event logistics for the Office of the President, Provost, and other department events and conferences. - Manage and oversee event logistics for the Office of the President and Provost and other events as assigned. Assist in creating overall event concept with University colleagues per event. This could include: Luncheons, Receptions, Dinners, Lectures, etc. - Create planning timelines and ensure that every task gets completed for each event. - Coordinate and oversee all event logistics, including but not limited to: venue research and selection, security, catering, transportation, floral installations, floor plan, linen, equipment, audio-visual, and custodial services per event. - Conduct meetings with and/or provide check-ins with University colleagues as planning progresses. Develop productive working relationships with campus community and event management counterparts in other units. - Create and manage estimated event budgets. - Adhere to overall budget for each event and track cost-saving initiatives from year to year if an annual event. - Oversee and coordinate production of invitations. - Coordinate with the appropriate University colleague and Event Administrator to determine invitees for and compile guest lists for event invitations. - Create and distribute comprehensive event memos/briefings to University leadership. - Provide event production on-site as needed. Work effectively with other event professionals, including those in leadership roles. - Track invoices in event database and submit for payment. - Track all event logistics in event database on an ongoing basis. - Coordinate event debrief meeting per event. - Assist with special projects, team member events, and additional events upon request. - Perform administrative and related duties as required. - Perform all other duties as assigned.

Unit Education: Bachelor's degree, required.

Unit Experience: The successful candidate will be a seasoned professional with prior experience planning and implementing complex events. A minimum of three (3) years of progressively responsible experience in event planning and/or management, preferably in a higher education setting, required.

Unit Job Function Competencies: Poised and professional demeanor, demonstrating grace under pressure when handling challenging or unexpected situations, and multiple constituents. Ability to execute events and meetings within an established budget required. Appropriately represent 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 deliver high quality results in a dynamic environment and to actively anticipate and respond to future needs. Ability to exhibit professionalism in all business dealings and interactions required. Strong written and verbal communication skills required. Ability to work non-traditional hours as 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 appropriately required. Ability to ensure a high degree of accuracy in a fast-paced environment required. Superior customer service skills, teamwork, and attention to detail required. Working knowledge and experience with Microsoft Outlook, Word, Excel, PowerPoint, and Access. Understands the University of Chicago culture, and consistently produces efforts of the highest quality and standards required.

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