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Project Specialist

Employer: Loyola University Chicago
Location: Chicago-Water Tower Campus

Employment Type: Full Time
Institution Type: Four-Year Institution

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Job Details
Organization

Job Details

Job Title:

ADVANCEMENT PROJECT SPECIALIST

Position Number:

8100765

Job Category:

University Staff

Job Type:

Full-Time

FLSA Status:

Exempt

Campus:

Chicago-Water Tower Campus

Department Name:

ALUMNI & SPECIAL EVENTS

Location Code:

SPECIAL EVENTS (03602B)

Is this split and/or fully grant funded? :

Duties and Responsibilities:

The Project Specialist position is an instrumental collaborative position in the Office of Special Events. This position ensures that the Office of Special Events runs smoothly by coordinating resources and projects for the team.

Essential Duties and Responsibilities include the following:

EVENT COORDINATION
•Assists in the overall operations of the Special Events department under the supervision of the Director, Associate Director, and Assistant Director.
•Serves in a staff capacity at Special Events functions, assisting with registration and greets/assists guests. This may include some evening and weekend event work.

COMMUNICATIONS
•Oversees registrations and guest lists for multiple simultaneous events, and other event-related projects. Collaborates with other staff to ensure accurate database maintenance.
•Oversees creation and distribution of digital event outreach for multiple simultaneous events and other event-related projects., including email campaigns, registration pages, landing pages, and University website pages.
•Collaborates with Marketing & Communications and various departments to obtain accurate information and content for all websites and email campaigns related to special events; creates basic graphics and edits images for email campaigns
•Manages Special Events and event-related shared inboxes, maintaining consistent customer service and responding to messages in a timely, positive, and professional manner.

ADMINISTRATIVE/BUDGET
•Assists in managing several large event budgets, supervises student staff, and maintains multiple internal software systems along with the department’s inventory.
•Processes all contracts, payments, billing, and invoices for the department following University and division guidelines.
•Works with Gift Processing to ensure proper allocation of gifts received through event purchases by donors.
•Manages department inventory and coordinates the packing, shipping and ordering of supplies for events. Coordinates inventory use requests between multiple departments at the University
•Collects information among Advancement colleagues for Advancement Master Calendar and Digital Calendar.
•Assists the Special Events staff with preparing department correspondence. Maintains department contracts, archives, and event documentation.
•Works closely with the Director in monitoring and reviewing the efficiency of support services, vendors, and software, within the Special Events department.

STUDENT WORKER
•Supervises student workers, including hiring, training, assigning hours and workloads and making sure a high level of customer service is maintained within the department.
•Supervises the student workers on general clerical duties including: reception, guest registration, telephone calls, typing, filing, scheduling appointments, travel arrangements, mail/delivery orders, meeting minutes, payment processing.

OTHER
•Executes other tasks essential to the efficient operation of the department as assigned.
•Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES
•This position will supervise student workers working on Special Events projects.

Minimum Education and/or Work Experience:

Bachelor’s degree and minimum of two years’ project management experience in a customer service setting. Background in special events is a plus but not required.

Qualifications:

•Excellent verbal communications and interpersonal skills.
•Ability to work and communicate with a diverse population of people (including campus departments, donors, alumni, visitors and friends of the university).
•Ability to work both independently and as part of a team.
•Must be friendly, outgoing and have an aptitude for problem solving.
•Ability to meet deadlines while handling multiple projects simultaneously and maintaining good relations with colleagues.
•Strong attention to detail and accuracy and displaying a strong aptitude for reconciling and monitoring budgets.
•Ability to embrace, promote and articulate the University’s Jesuit Catholic identity.

Certificates/Credentials/Licenses:

N/A

Computer Skills:

•Must possess working knowledge of Microsoft Office Suite, including Word, Access, Excel, PowerPoint, and Sharepoint.
•Knowledge of donor database systems, Social Tables, iModules, and Cvent is a plus.
•Graphic design experience is a plus.
•Proficiency in Excel and experience in event and donor database systems is preferred.

Supervisory Responsibilities:

Required operation of university owned vehicles:

Does this position require direct animal or patient contact? :

Physical Demands:

Repetitive Motions

Working Conditions:

Irregular Hours

Open Date:

02/12/2021

Quick Link for Posting:

https://www.careers.luc.edu/postings/15078

Organization

Working at Loyola University Chicago

Loyola University Chicago, a private university founded in 1870 as St. Ignatius College, is the nation’s largest Jesuit, Catholic University and the only one located in Chicago. Shaped by our city and our Jesuit traditions, Loyola University Chicago offers students an educational environment unmatched for its diversity of thought and experience.

Loyola University Chicago comprises four campuses: Lake Shore (LSC), Water Tower (WTC), Health Sciences (HSC), and the John Felice Rome Center in Italy, and is home to eleven schools and colleges: Arrupe College, Quinlan School of Business, Marcella Niehoff School of Nursing, Stritch School of Medicine, College of Arts and Sciences, School of Communication, School of Continuing and Professional Studies, School of Education, School of Law, School of Social Work, and Graduate School. Loyola also features course locations in Beijing, China; Saigon-Ho Chi Minh City, Vietnam; Vernon Hills, Illinois (Cuneo Mansion and Gardens); and a Retreat and Ecology Campus in Woodstock, Illinois.

With three campuses spread throughout the greater Chicago area, students have access to hundreds of cultural institutions as well as thousands of internships and networking opportunities with the city's Fortune 500 companies. Study-abroad programs at our Rome and Beijing Centers provide engagement with the global community and economy.

While rigorous programs of research and study are one hallmark of a Jesuit education, we're not just preparing students for a career, we're preparing them for life. We challenge our students to learn broadly, to think critically, to serve generously, to lead with integrity, to respect diversity. We come from all faiths and ethnic and economic backgrounds, with a common purpose of building a better society.

Recognizing Loyola’s excellence in education, U.S.News and World Report has ranked Loyola consistently among the "top national universities" in its annual publications, and named the University a "best value" in its 2008 rankings.

Our faculty take a person-centered approach to education. They’re not just here to teach students what they know, they’re here to teach them to think critically and creatively and to reach for their own discoveries.

More facts about Loyola University Chicago:

Total enrollment: 15,902
80+ undergraduate majors and 80+ minors
140+ graduate, professional, and graduate-level certificate programs
More than 4,000 faculty and staff members
14:1 Undergraduate student/faculty ratio
150,000 alumni; 85,000 in Chicago
One of only eight percent of all American colleges and universities to have a Phi Beta Kappa honor society chapter

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