Events Manager

Company: The University Of Chicago
Location: Chicago
Posted on: January 24, 2025

Job Description:

DepartmentSSD: Economics - Staff and Temporary EmployeesAbout the DepartmentFor over a century, the Kenneth C. Griffin Department of Economics has been recognized as one of the world's leading centers for economic research and education. The Department's faculty have received numerous awards, including more Nobel Prize laureates and John Bates Clark medalists in economics than any other university. Among our faculty are many members of the National Academy of Sciences, the American Academy of Arts and Sciences, and the Econometric Society.Job SummaryPrimarily reporting to the Director of Finance, Operations and Personnel, the Events Manager oversees and executes the events function for the Kenneth C. Griffin Department of Economics at the University of Chicago. The Events Manager is responsible for the logistical planning and execution of internal and external events, which can be part of recurring series, on an ad-hoc basis, and in both in-person and virtual formats. This position provides professional support and solves straightforward problems in a broad range of operational business activities in the creation of plans for events programming, marketing, and logistics.Responsibilities

• Develops event planning timelines and day-to-day implementation of faculty and student-driven events, including conferences, seminars, workshops, and speaking engagements.
• Selects catering vendors and menus, ensuring dietary preferences and restrictions are noted.
• Arranges facility selection, room reservations, menu planning, catering set-up, transportation arrangements, audio/visual equipment, entertainment, custodial, building access, security, etc.
• Manages contracts with vendors and works to maintain and improve relationships with service providers.
• Corresponds with planning partners, speakers, attendees, and other stakeholders as appropriate.
• Supports speakers by creating itinerary and agenda, coordinating complex and detailed travel plans, to include associated visa(s), airfare and ground transportation, hotel, and payment and/or reimbursement.
• Ensures smooth and timely payment and processing of all event-related costs and reimbursements including honorarium and one-time payments.
• Sets up hotel room block.
• Resolves any issues and/or conflicts that arise during the planning stages and create contingency plans and implement solutions for any unexpected changes.
• Maintains inventory of event supplies, PPE and materials, and tracks all supply use or rentals from internal and external partners.
• Understands application and coordination of multiple AV technologies used in planning, execution, and reporting; troubleshoot minor technical issues with campus partners.
• Assists Communications Manager with creative direction of digital, print, visual and environmental graphics of invitations, posters, and other web content.
• Works with Communications Manager to submit, send, and/or update all internal event communications and advertisements, to appropriate listservs.
• Works with Communications Manager to create accounts, accept online credit card registration payments, and process refunds.
• Creates WIFI access for all guests.
• Creates, prints, and assembles name badges and name tents for registration.
• Manages onsite check-in and attendance tracking in case of contact tracing needs.
• Runs registration reports and final attendance/engagement reports.
• Coordinates staffing plan for events.
• Onsite event support to include, but not limited to, set up and break down, extensive email communication, and serving as the main point of contact for all inquiries.
• Arranges for on-campus rooms to be reset post conference.
• Assists with research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
• Works to implement ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance with direction from others.
• Performs other related work as needed.Minimum QualificationsEducation: Minimum requirements include a college or university degree in related field.Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.Certifications:---Preferred QualificationsExperience:
  • Background in event planning and meeting management, particularly with executive-level and international events.
  • Experience working at academic conferences, workshops, symposia, awards programs, or similar activities within higher education.
  • Skilled at crafting event marketing strategies and campaigns.Technical Skills or Knowledge:
    • Working knowledge and experience with Microsoft Office, Zoom, Google Workspace, SAP/Concur or similar software.
    • Basic graphic design and video editing (Adobe Creative Suite, Canvas) knowledge is a plus.
    • Familiarity with higher education environment and knowledge of the University of Chicago's unique culture is a plus.Preferred Competencies
      • Verbal and written professional demeanor, including comfort addressing an in-person or virtual audience, tact, discretion, and a customer service-oriented approach to the job.
      • Background working with senior executives, dignitaries, and/or public officials.
      • Maintain, track, and execute event within an established budget.
      • High attention to detail and follow-up, and excellent organizational and project management skills.
      • Multi-task and handle multiple priorities and constituents simultaneously and demonstrate grace under pressure when handling challenging or unexpected situations.
      • Deliver high quality results in a dynamic environment.
      • Work collegially and collaboratively in a team setting, under an expectation to proactively contribute to overall team success by presenting ideas, identifying problems, anticipating needs and researching solutions.
      • An exceptional work ethic and track record of personal initiative.
      • Ability to learn new systems.Working Conditions
        • Willing and able to travel.
        • Work some evenings and weekends.Application Documents
          • Resume/CV (required)
          • Cover Letter (required)
          • References Contact Information (3)(required)When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.Job FamilyCommunicationsRole ImpactIndividual ContributorFLSA StatusExemptPay FrequencyMonthlyScheduled Weekly Hours37.5Benefits EligibleYesDrug Test RequiredNoHealth Screen RequiredNoMotor Vehicle Record Inquiry RequiredNoPosting StatementThe University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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.We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.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: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.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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Keywords: The University Of Chicago, Schaumburg , Events Manager, Executive , Chicago, Illinois