ADVANCEMENT PROJECT SPECIALISTPosition Number:
University StaffJob Type:
Chicago-Water Tower CampusDepartment Name:
ALUMNI & SPECIAL EVENTSLocation Code:
SPECIAL EVENTS (03602B)Is this split and/or fully grant funded? :
NoDuties 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:
•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.
•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.
•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.
•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.
•Executes other tasks essential to the efficient operation of the department as assigned.
•Performs other duties as assigned.
•This position will supervise student workers working on Special Events projects.
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.
•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.
NoRequired operation of university owned vehicles:
NoDoes this position require direct animal or patient contact? :
Repetitive MotionsWorking Conditions:
Irregular HoursOpen Date:
02/12/2021Quick Link for Posting: