Manager, Events and Gallery Operations

Job description

Hyde Park Campus

42226 Neubauer Family Collegium For

About the Unit
The Neubauer Collegium for Culture and Society at the University of Chicago creates new communities of inquiry at the University and beyond. It fulfills this mission by means of three current initiatives: faculty-led collaborative research, a visiting fellows program, and an exhibitions gallery. The Neubauer Collegium provides comprehensive support for collaborative faculty research projects that address complex human questions and include a humanistic perspective at their core. It houses a Global Visiting Fellows program designed to bring leading scholars, artists and policy-makers from around the world to work with researchers and practitioners at the University of Chicago. The Exhibitions Gallery provides a platform for exploring how the visual arts may intersect with other forms of inquiry. In connection with these initiatives the Neubauer Collegium sponsors a wide range of public lectures, conferences, workshops, seminars and exhibitions that welcome participants from throughout the university, and from around world. Through an active communications program, the Neubauer Collegium makes these types of scholarly research endeavors and artistic activities broadly accessible.

Job Information

Job Summary:

The manager for events and gallery operations is responsible for planning and implementing events and project activities at the Neubauer Collegium and to serve in a cross-cutting function to support the other team members as needed.

For gallery events support, the manager supports the curator to develop and implement gallery exhibits (developing comprehensive project timelines and managing execution), including assisting with communication with artists and presenters, publicity tasks, shipping and receiving, processing of exhibit expenses.


  • Develops project management plans for each event (timeline, task breakdown, cost estimates) and either executes or tracks/coordinates execution by collaborators.
  • Schedules and executes organizational meetings and events logistics (e.g., facility selection, menu planning, transportation arrangements, and audio/visual equipment) for organizational meetings and project events.
  • Supports the Assistant Director, Research Initiatives, to develop working familiarity with +30 active research projects in order to advise on planning conferences, workshops, and other events appropriate for each project.
  • Works closely with Neubauer Collegium curator to help plan logistics related to exhibition openings and provides onsite event support.
  • Develops working familiarity with operations of Neubauer Collegium building, in order to help Assistant Director, Operations, with management of building functions and supplies.
  • Reserves space either in Neubauer Collegium building or on campus; coordinates with caterers and other vendors; sets up and breaks down furniture and equipment for events, including technology needs; communicates with participants; tracks attendees; arranges local transportation; coordinates with Neubauer Collegium team to ensure that all project, communications, and financial information is shared in a timely and coordinated fashion.
  • Coordinates with Assistant Director, Operations to research and assist with vendor selection and on occasion negotiate contracts with vendors.
  • Tracks all events expenses and assists Assistant Director, Operations in conducting reconciliations and preparing reports on activities costs.
  • Coordinates with Assistant Director, Communications to review and finalize guest lists and assist with events-related invitation mailings, brochures/booklets.
  • Coordinates any student worker support for larger events. Provides post-event feedback to further improve standards of performance and ensure quality control.
  • Provides day-to-day as well as events-specific audio-visual support in building, including day-of-event setup and coordination; guides and supports users through system operation and trouble-shooting procedures; coordinates with assistant director, operations to manage service, repair, and any additional technical training; develops and maintains schedule for maintenance as needed.
  • Supports Assistant Director, Operations to prepare events expense reports.
  • Maintains and manages inventory of office and event supplies, audio-visual equipment, gallery items, and other Collegium possessions in building.
  • Reports to the Executive Director

  • Strong verbal and writing skills, high attention to detail and follow up, and excellent organizational skills
  • Ability to communicate effectively with faculty researchers in speech and writing
  • Outstanding interpersonal and communications skills characterized by the ability to listen, to speak and to write well
  • Excellent analytical skills
  • Ability to manage multiple tasks simultaneously
  • Flexibility and adaptability to new programs in an emerging and changing environment
  • Skilled at developing effective events suitable to each program

Additional Requirements

Education, Experience, and Certifications:
  • Bachelor's degree required
  • Background in visual arts and/or curation preferred

Technical Knowledge or Skills:
  • High level of proficiency with Mac & PC as well as audio-visual technologies; comfortable with trouble-shooting and advising less experienced users
  • Knowledge and skill, or ability to quickly acquire knowledge and skill with technological tools of the position
  • Proven ability to identify and develop processes which enhance performance
  • Skilled at problem solving
  • Ability to manage confidential information with discretion and tact
  • Ability to work collegially and collaboratively in a team setting
  • Superb customer service skills

Working Conditions:
  • Lively work conditions suited to someone who works well under pressure and is solution-minded; must be available evenings and weekends during high seasons for events and activities (on average 2-3 periods of the year, each lasting 4-6 weeks), fast-paced creative environment
  • High stress, some evening and weekend work, fast-paced environment

Physical Efforts:
  • Standard office environment, ability to sit for 2-to-4 hours, ability to lift and/or move objects up to 45 lbs., ability to walk around campus, fire safety and evacuation training

Required Documents:
  • Cover Letter
  • List of References

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualification

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Posting Date

Remove from Posting On or Before

Posting Statement:

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 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: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

Full time

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

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Job No:
Posted: 6/14/2018
Application Due: 7/27/2018
Work Type: