Event Administrator, Office of University Events and Ceremonies
Hyde Park Campus
50624 Secretary Of The University
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.
Reporting to the Associate Director, Events and Systems Administration, Office of University Events and Ceremonies, the Event Administrator will be responsible for providing event administration support to the Events team for all events within the Office of University Events and Ceremonies.
The primary duties and responsibilities of the Event Administrator, Office of University Events and Ceremonies include, but are not limited to:
- Creation of guest lists and reports based on set event criteria.
- Export and manipulate data for reports using a range of programs, including Microsoft Excel.
- Creation of digital save-the-dates, invitations, reminders, and confirmations.
- Sending out of invitations (primarily digital, with the occasional print invitation).
- Retrieving guest responses and providing timely updates to event lead and event partners.
- Communication with event guests to answer event specific questions.
- Communication with various University of Chicago departments to compile guest list information.
- Provide on-site support and oversee list management at events throughout the year.
- Production of all event materials such as name tags, place cards, table tents, table diagrams.
- Devise solutions, propose new functionalities or suggest adjustments as needed to systems.
- Act as a technical resource for staff on the events database and other office software.
- Make recommendations for most effective use of available products and event response tools.
- Maintain inventory of all list service supplies and reorder when necessary.
- Assist with maintenance of the Events calendar through event database, office procedure manual and vendor contact lists.
- Develop and propose policies and procedures that relate to list management services. Assess how suggested policy changes will improve the quality and accuracy of list management services.
- Assist Secretary of the Faculties with communications as requested.
- Convocation duties and roles:
- Manage student workers including hiring, managing workflow and evaluating performance for all events.
- Deploy Participant and President's Party communications for the University's Annual Convocation and manage responses.
- Deploy special access communications and manage responses for the Annual Convocation.
- Coordinate communications, travel arrangements and reimbursements for Honorary Degree recipients and other special guests for the Annual Convocation.
- Work with convocation stage managers and printers to produce signage for convocation stage and special access area.
- Other duties as assigned for Convocation, office maintenance and events throughout the year.
- Analytical abilities with research and troubleshooting skills required.
- Organizational skills required.
- Strong verbal and written communication skills required.
- Advanced skills in Microsoft Excel required.
- Working knowledge of Adobe Photoshop and Adobe InDesign preferred.
- Ability and willingness to learn new systems required.
- Strong attention to detail required.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Ability to effectively present information and respond to questions from groups of managers or colleagues. Ability to balance multiple priorities required.
- Poised and professional and always demonstrates grace under pressure when handling challenging or unexpected situations, and multiple constituents.
- Appropriately represent the Office of the Secretary of the University, and the Office of the President, including strict adherence to professional appearance, demeanor, and manner of interacting with others required.
- Ability to maintain a calm and courteous demeanor while handling competing priorities, a heavy workload, complex problems and tight deadlines required.
- Ability to deliver high quality results in a dynamic environment and to anticipate and respond to future needs.
- Ability to exhibit professionalism in all business dealings and interactions required.
- Superior customer service skills, team work, and attention to detail required.
- Understands the University culture and reflect it well in the quality of the events planned and executed required.
- Able to lift 25 pounds and carry supplies and equipment to event locations.
Education, Experience or Certifications:
- Bachelor's degree required.
- Two to three years of experience in a professional setting required.
- Demonstrated experience using data tools such as Microsoft Excel, MS Access.
- Demonstrated experience using database management systems preferred. Some HTML knowledge preferred.
- Cover Letter
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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?
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