Events Manager

Location
Chicago, IL
Posted
Jul 14, 2018
Institution Type
Four-Year Institution


Hyde Park Campus

Department
35390 Harris Sch Pub Policy

About the Unit
Why Policy? For a better world. Why Harris Public Policy? Because when it comes to better policymaking, evidence matters. We work at the frontiers of data collection and analysis, using the latest technology and social science methods to design policies that work for society. We conduct rigorous inquiry in an environment of innovation and risk taking. We collaborate across the private, public, and nonprofit sectors, adopting new methodologies to drive better solutions. We engage with our city, our world, and our leaders every day to evaluate and test our ideas. And we lead with our passion for driving social change, knowing that passion alone does not equal impact. This is Harris Public Policy: Social impact, down to a science.

Job Information

Job Summary:

Reporting to the Director of Events, the Events Manager will serve as an integral member of the Communications/Events Office on a variety of events hosted by Harris and its research centers and initiatives, and other events produced by Harris or the University that involve public policy interests.

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


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


Competencies:
  • 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


Additional Requirements

Education, Experience or Certifications:

Education:
  • Bachelor's degree required


Experience:
  • A minimum of 2 years in event planning


Technical Knowledge or Skills:
  • 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
  • Microsoft Office Suite, the internet, and email, with proficiency in working with major social medial platforms and web tools
  • Knowledge of the University of Chicago's unique culture preferred


Required Documents:
  • Resume
  • Cover Letter
  • References

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

Benefit Eligibility
Yes

Pay Frequency
Monthly

Pay Range
Depends on Qualifications

Scheduled Weekly Hours
37.5

Union
Non-Union

Job is Exempt?
Yes

Drug Test Required?
No

Does this position require incumbent to operate a vehicle on the job?
No

Health Screen Required?
No

Posting Date
2018-07-13-07:00

Remove from Posting On or Before
2019-01-13-08:00

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: http://securityreport.uchicago.edu. 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
JR02098

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.

To learn more about the university click here http://www.uchicago.edu/

PI103397631

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