Administrative and Events Program Specialist

Job description

Hyde Park Campus

46480 Graham School-Divisional Admin

About the Unit
Created at the founding of the University, The Graham School of Continuing Liberal and Professional Studies mission is to extend the University of Chicago's intellectual resources and rigorous approach to scholarship to a broader community. We do this by providing various forms of study that meet the needs of students seeking to develop and grow professionally, intellectually, and personally. Graham is dedicated to curating and disseminating the university's rich content in ever more innovative ways; helping the university engage civically, globally, and with the latest innovations in teaching and learning.

Job Information

Job Summary:

The Events and Administrative Specialist for Professional Programs is a very detail-oriented person with strong process and project management skills. This role will provide direct administrative support to students and staff in the professional studies programs, with a focus on event management. In addition, the Events and Administrative Specialist will spend a portion of each day managing the front desk, assisting and greeting all visitors entering the office while providing exemplary customer service. Candidates must have experience in an environment committed to the highest level of standards of customer service and quality.

Work Location: Downtown, near Gleacher center, occasional travel to Hyde Park campus

Core hours: 10:30 am – 6:30 pm. Attendance at occasional evening events required


Event Management: Facilitate and support the execution of program events, including networking events, capstone showcases, and student orientations for three professional master's degree programs (40%)

  • Create and manage a master events calendar for the Professional Studies department that encompasses recruitment, marketing, student affairs, and external relations events
  • Working with Graham program staff, plan and follow strategic plans to achieve desired event objectives.
  • Develop timelines for planning and day-of-event activities and oversee the planning and execution of logistics (e.g., facility selection, menu planning, transportation arrangements, and audio/visual equipment) for organization meetings and special events.
  • Ensure seamless coordination with Graham staff and other key partners across the University
  • Generate and manage guest lists and reports
  • Execute all event preparation activities, which include but are not restricted to:
    • Contract negotiation and coordination of vendor services such as catering, entertainment, and custodial services, to ensure that all event needs are met
    • Work with Graham marketing team to update the website, develop invitations and other marketing collateral
    • Order name tags, create name tents, purchase gifts, etc.
    • Manage and oversee RSVPs and other attendant responses as well as post-event follow-up (thank- you notes, audio-visual recording distribution, etc.)
    • Process speaker payments and honorariums
    • Arrange transportation and parking arrangements
    • Implementation of check-in procedures and attendance tracking options
  • Resolve any issues and/or conflicts that arise during the planning stages or the course of the events
  • Create contingency plans and implement solutions for any unexpected changes or issues that arise
  • Troubleshoot technical issues
  • Ensure event plans are in compliance with University policies, procedures and standards
  • Handle pre-event coordination, day-of staffing, and post-event follow up
  • Ensure a smooth and timely payment and processing of all event-related costs
  • Support Graham staff as needed

Program Administration: Provide key support for professional master's programs (30%)
  • Perform fundamental administrative duties in support of the day-to-day operations associated with three professional master's degrees in collaboration
  • Assist program managers, directors, and other program staff to ensure effective program implementation, accurate data collection for reporting, and quality program implementation in accordance with University policies and procedures
  • Set up and distribute monthly and final course evaluations
  • Process capstone/gift aid each quarter
  • Distribute and collect student surveys
  • Manage student communication in collaboration with program teams
  • Assist with instructor support activities and payment processing

Front Desk Management: As the first point of contact, provide excellent customer service for all visitors (30%)
  • Professionally and cheerfully greet students, instructors, and other visitors in person or by phone.
  • Thoughtfully provide information about programs, policies, and procedures.
  • Ensure all inquiries are answered and/or routed appropriately in a timely manner.
  • Provide general clerical support for all front desk operations, including but not limited to scanning, photocopying, faxing, filing, preparing mailing labels, and organizing reception area.
  • Assist student, guest, and instructor access to the classroom space

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this job. They are not an exhaustive list of all responsibilities, duties, and skills required of the candidate.

Additional Requirements

Education, Experience or Certifications:

  • Bachelor's degree required

  • A minimum of two years of relevant experience required
  • Experience working with sensitive data and budget monitoring

Work Location/Requirements:
  • Downtown, near Gleacher center, occasional travel to Hyde Park campus

Required Documents:
  • Resume
  • Cover Letter
  • Reference Contact Information

(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 Qualifications

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: 9/12/2018
Application Due: 11/11/2018
Work Type: