Events Specialist

Job description

Hyde Park Campus

50624 Secretary Of The University

About the Unit
About the Unit: Within the Office of the President, the Office of the Secretary of the University has primary responsibility for supporting the governance of the University. The office supports the work of the Board of Trustees, including its quarterly meetings, annual retreats, publications (some in partnership with the Office of the Provost), directories, committee staffing, and orientation for new Trustees. The office coordinates the work of 15 visiting committees and staffing of other boards including the Medical Center, Marine Biological Laboratory, Laboratory Schools, and Baptist Theological Union. Moreover, the office plays a role in: • Coordinating searches for Deans, Directors, and Officers; • Planning and executing the annual Convocation (Graduation Ceremony); • Conferring honorary degrees, awards, and medals; • Arranging special events and visiting Dignitaries; • Managing special projects as assigned by the President. ln supporting institutional governance efforts at the University, the Office of the Secretary of the University works closely with other departments and units, including Alumni Relations & Development, the Office of Communications, and the Office of Legal Counsel, to name a few. The Office of University Events and Ceremonies is a department comprised of special events professionals who oversee complex initiatives for the Office of the President, Office of the Provost, and other campus partners who require consultation, production, and event management services. Among other high-profile public and private events, the department oversees the protocol, planning, and execution for the institution's annual Convocation ceremony. It is the responsibility of the Office of University Events and Ceremonies to uphold the exacting standards of the University, and to ensure all events exhibit the same level of quality that reflects the University of Chicago's longstanding commitment to tradition, excellence, and academic inquiry.

Job Information

Job Summary:

Under the direction of the Associate Director, Office of University Events and Ceremonies, the Event Specialist will provide support and professional expertise in managing events for the Office of the President and Provost and additional events as assigned, totaling approximately 30 events annually along with supporting the planning and execution of the University's annual Convocation. The candidate must have a demonstrated track-record of experience and achievement that ensures he/she can work effectively with the University's senior leadership team, including the President, Provost, Vice Presidents, and Deans. ln addition, the Event Specialist is expected to build collaborative relationships with team members, vendors, key stakeholders, and the campus community.

Job Responsibilities:

As Event Specialist, Office of University Events and Ceremonies, this individual will:

  • Support the Associate Director on event logistics for the Office of the President, Provost, and other department events and conferences.
  • Manage and oversee event logistics for the Office of the President and Provost and other events as assigned. Assist in creating overall event concept with University colleagues per event. This could include: Luncheons, Receptions, Dinners, Lectures, etc.
  • Create planning timelines and ensure that every task gets completed for each event.
  • Coordinate and oversee all event logistics, including but not limited to: venue research and selection, security, catering, transportation, floral installations, floor plan, linen, equipment, audio-visual, and custodial services per event.
  • Conduct meetings with and/or provide check-ins with University colleagues as planning progresses. Develop productive working relationships with campus community and event management counterparts in other units.
  • Create and manage estimated event budgets.
  • Adhere to overall budget for each event and track cost-saving initiatives from year to year if an annual event.
  • Oversee and coordinate production of invitations.
  • Coordinate with the appropriate University colleagues and Event Administrator to determine invitees for and compile guest lists for event invitations.
  • Create and distribute comprehensive event memos/briefings to University leadership.
  • Provide event production on-site as needed. Work effectively with other event professionals, including those in leadership roles.
  • Track invoices in event database and submit for payment.
  • Track all event logistics in event database on an ongoing basis.
  • Coordinate event debrief meeting per event.
  • Assist with special projects, team member events, and additional events upon request.
  • Perform administrative and related duties as required.
  • Perform all other duties as assigned.

Job Competencies:

The successful candidate is well organized and detail-oriented in all aspects of his/her work, but especially when meeting recurring and critical deadlines and/or planning first-time events/meetings/ceremonies. The ideal candidate will:
  • Have the ability to stay calm and make strong decisions, especially when under pressure.
  • Possess strong written, presentation, oral, and interpersonal communication skills and accurately communicate content, intent, and information.
  • Excel at multi-tasking and handling multiple priorities simultaneously, while ensuring a high degree of accuracy in a fast-paced environment.
  • Be highly organized and take initiative.
  • Provide superior customer service.
  • Successfully work independently and as part of a team.
  • Appropriately represent the Office of the Secretary of the University and the Office of the President of which it is a part, including a strict adherence to a professional appearance, demeanor, and manner of interacting with others.
  • Possess budget management skills and easily execute events and meetings within the established financial parameters.
  • Have working knowledge and experience with Microsoft Outlook, Word, Excel, and PowerPoint.
  • Understand the University of Chicago culture and consistently produce efforts of the highest quality and standards

Additional Requirements

Education, Experience or Certifications:

  • Bachelor's Degree required.

  • The successful candidate will be a professional with prior experience planning and implementing events.
  • A minimum of (2) two years of progressively responsible experience in event planning and coordination, preferably in a higher education setting, required.

Required Documents:
  • Resume
  • Cover Letter

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: 11/10/2018
Application Due: 11/21/2018
Work Type: