Events and Project Manager

Jul 12, 2017
Institution Type
Four-Year Institution
About The Unit: POSITION SUMMARY Reporting to the Director of Events, the Events and Project Manager will serve as an integral member of the Communications/Events Office. The Events and Project Manager will support events hosted by Harris, including its research centers and initiatives, and other events produced by Harris or the University that involve public policy interests. In addition, the Events and Project Manager will provide support for key projects that promote the mission and continued growth of Harris. Successful event and project management will involve collaboration across the school and University to ensure the highest possible impact for both Harris and the University. KEY RESPONSIBILITIES Lead implementation and coordination Harris events and projects as assigned - Lead in the planning and coordination of meetings, visiting lectures or speaker events, key student events, and other special activities hosted by Harris, its research centers and partners - Coordinate date, time, and location of events - Lead vendor selection by negotiating contracts and coordinating vendor services including, but not limited to: catering, entertainment, Audio/Visual, facilities services, transportation, photo/videographer, etc., to ensure all events needs are met - Oversee onsite logistical preparations and post-event wrap up - Support Director in logistical planning for large-scale events as needed - Coordinate logistical arrangements for event and project stakeholders - Identify and correspond with key guest event attendees, such as panelists, guest speakers, etc. - Create event overviews, memos, and briefings - Serve as a key contact regarding assistance for assigned events and projects - Help resolve any issues in logistics during planning and production of the event - Other duties as assigned by the Director

Unit Job Summary: Create resources and tools that help streamline the event planning process; ensure all events exhibit high-level quality in planning and execution in order to meet and exceed expectations associated with the Harris reputation - Identify needs of proposed events and develop the tools and resources necessary to ensure effective execution of the event - Research and propose event and/or speaker ideas that further the Harris brand and meet the strategic goals of Harris - Create template and specific event plans and timelines for assigned events to ensure all necessary tasks and logistics are completed within the appropriate time frame - Assist the Director in establishing objectives of assigned Harris and University-sponsored events and projects - Promote the mission and high standards of the Harris Events Office to other Harris Colleagues - Collaborate with senior leadership and Harris teams to understand and meet the needs of all stakeholders for each event and/or project - Develop and maintain solid relationships with external client organizations and other stakeholders Oversee list management and event software projects for the Events Office - List Management - Create guests lists and reports from Harris contact database as needed - Manage and track RSVPs and other attendee responses - Generate onsite event materials, such as printing and assembling name badges and other supplies, table tents, basic event signage, etc. - Event Software: Invitations and RSVPs - Manage the upkeep of Harris event software and suggest and implement best practices, as well as training other Harris users as needed - Troubleshoot system issues and act as a technical resource to Harris colleagues using the system - Create and send out digital invitations and reminders for events via Harris' email software Manage the daily administration of the Harris Events Office - Establish efficiency in business processes, procedures, and other daily operations - Ensure professional, courteous, and proactive client service - Proactively contribute to overall team success by presenting ideas, identifying problems, anticipating needs and researching solutions - Assist Harris team members with events as needed - Perform all other related duties as assigned - Update the internal Events Office portal, vendor lists and templates, as needed - Update Harris website event pages with event information for events managed by the Events Office - Maintain inventory of event supplies such as name badges and other-event related swag or materials - Track event supply rentals borrowed to other Harris departments, such as custom Harris banners, linens and other event materials - Monitor general events email box and respond to or forward messages as necessary Manage fiscal requirements of assigned events and projects - Create and propose budgets as outlined by project needs and objectives - Monitor revenue and expense performance; ensure adherence to determined budget requirements - Collect, document, and track invoices - Ensure the appropriate recording of invoices and processing of payments - Evaluate the effectiveness of activities in achieving program objectives

Unit Education: Bachelor's degree and a minimum of two years of related experience required

Unit Experience: EXPERIENCE - Experience in email campaign programs, such as MailChimp, or event software, preferred - Experience in operating (website) content management systems such as Drupal, Expression Engine, and others preferred - Experience with Adobe Creative Suite a plus - Knowledge of the University of Chicago's unique culture preferred

Unit Job Function Competencies: COMPETENCIES AND SKILLS - Strong marketing and event management skills - Ability to problem-solve with minimal direction - Exercise good judgment in key-decision making - Ability to deliver high-quality work under pressure - Strong project management and analytical skills - Excellent communication and customer service skills - Ability to learn new systems required - Ability to work on multiple projects and manage day-to-day tasks effectively and professionally - Ability to operate Microsoft Office Suite, the internet, and email, with proficiency in working with major social medial platforms and web tools

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