Assistant Director, Event Management-Reynolds Club
Hyde Park Campus
58669 Center for Leadership and Involvement
About the Unit
The Student Centers serve as the core community building and special events spaces at the University of Chicago. The Student Centers play a formative role in the Campus and Student Life goal of creating a comprehensive and integrated network of services that support the academic mission and facilitate student learning, engagement, and success.
- Reporting to the Associate Director of Event Management, the Assistant Director, Event Management – Reynolds Club, has primary responsibility for planning and executing events in Reynolds Club and Bartlett Hall (1st floor). This includes working with diverse student populations; supervising union and student staff; developing and monitoring event budgets and billing processes; contributing to and implementing unit policies and procedures; and maintaining relationships with vendors to successfully support a range of events across the portfolio.
- Assist with planning, coordination and event support to student, staff, faculty, alumni and affiliate clients within the Reynolds Club and Bartlett Hall (1st floor) in the evening and on weekends. Staff events and programs and help coordinate client needs onsite. Work with University and Student Centers staff to encourage community involvement in providing services to a wide variety of facility users in the Student Centers; Participate in the regular planning cycle for Student Centers events. Coordinate and attend a wide range of events during the day and evenings in Reynolds Club, Mandel Hall and other campus locations as required. Contribute to problem solving related to unforeseen issues concerning events and guests within the facilities. Help ensure that all events conform to University of Chicago and special event policies as necessary with a high-level of sensitivity to customer service and enhancing public relationships with program organizers and participants. Utilize industry standards and technological solutions when appropriate.
- Oversee scheduling and billing policies and implementation for the Reynolds Club, Bartlett Hall (1st floor), and Mandel Hall, including the quarterly room lottery system for student organizations in collaboration with the Scheduling Coordinator. Provide consistent and high level logistical support to all clients and events in Student Centers portfolio. Ensure all reservations and billing are processed in a timely manner. Audit scheduling and billing practices as needed. Develop and maintain additional policies regarding scheduling and billing in collaboration with the Associate Director for Event Management.
- Cultivate and maintain relationships with vendors and departments that support events across the portfolio. These include on-campus departments such as AV Services, Facilities Services, and partner venues across the University. Vendors may include audio visual and rental furniture vendors, caterers, dcor, and floral vendors that support a variety of budgets and events.
- Hire, train, supervise and evaluate employees including a full-time, non-exempt Scheduling Coordinator, and a team of student employees.
- Serve as a member of the Student Centers staff and assist with various office programs and projects. This includes consulting and collaborating with the Assistant Director, Events Management – Ida Noyes Hall and fulfilling other duties as assigned with the Student Centers portfolio.
- Demonstrate University Stewardship and Serve as Brand Ambassador
- Ensure Decision Quality, Accountability, & Drive Results
- Celebrate Diversity and Inclusion
- Drive Employee Engagement
- Foster Partnership & Collaboration
Education, Experience and Certifications:
- Bachelor's degree preferred
- A minimum of one year demonstrated events management experience is required.
- Demonstrated success in working with diverse student populations required.
- The ideal candidate will have the ability to understand the needs of the University of Chicago community, and work with students, faculty and staff in a wide array of situations.
- Preferred: One to two years of experience in a progressively responsible work environment preferably in a student union or hotel setting is preferred.
Technical Knowledge or Skills:
- Excellent oral and written communication skills and an ability to cultivate and manage strong relationships is a must.
- Clear and concise verbal and written communication is required.
- The temperament to work with a diverse and demanding population is expected.
- The candidate must have the ability to work independently
- Preferred: Experience with Event Management Software (EMS) or similar software is preferred.
- Prior experience with financial administration and billing is preferred.
- The candidate must have flexibility to work various hours including evenings and weekends.
- Cover Letter
NOTE: When applying, all required documentation MUST be uploaded under the Resume/CV section of the application.
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?
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