Event Specialist

Department

University Events and Ceremonies: Senior Staff

About the Department

The Office of University Events & Ceremonies is a department comprised of event professionals who oversee complex initiatives University leadership along with other campus partners who require consultation, planning, production, and event management services.

Job Summary

Reporting to the Associate Director of the Office of University Events & Ceremonies, the Event Specialist plans and produces for a variety of University departments. The Event Specialist also plays roles in the planning and execution of Convocation.

The candidate must have a demonstrated track-record of experience and achievement that ensures they 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.

Responsibilities

• Manages logistics for University leadership events along with other campus partner events.

• Provides planning and execution support for the annual University Convocation ceremony and events.

• Creates planning timelines and ensures that every task gets completed for each event.

• Coordinates and oversees 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.

• Creates and manages event budgets. Adheres to the overall budget for each event and track cost-saving initiatives from year to year if an annual event. Processes all invoices after each event.

• Coordinates with the appropriate University colleagues and Event Administrator to determine invitees and compile guest lists for event invitations.

• Produces and deploys event invitations.

• Produces all printed event materials such as nametags, place cards, table tents, table diagrams, brochures, programs, etc. with support from the Event Administrator.

• Creates and distributes comprehensive event memos/briefings to University leadership and to the events office team.

• Provides on-site event production. Works effectively with other event professionals and vendors, to execute each event.

• Coordinates events debrief meetings for events (if applicable).

• 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.

• Is flexible to absorb additional responsibilities as needed as part of a growing and collaborative team.

• Performs administrative and related duties as required.

• Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.

• 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.

• Performs other related work as needed.

Minimum Qualifications

Education:

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 Qualifications

Experience:

• A minimum of 2-5 years of progressively responsible experience in event and meeting planning and management, preferably in a higher education setting.

Technical Skills or Knowledge:

• Maintain working knowledge of a range of computer systems, including Microsoft Office Suite.

• Ability to execute events and meetings within an established budget.

Preferred Competencies

• Well organized and detail-oriented in all aspects of their work, but especially when meeting recurring and critical deadlines and/or planning events, meetings, and ceremonies.

• Appropriately represents University leadership, including strict adherence to professional appearance, demeanor, and manner of interacting with others.

• Maintain a calm and courteous demeanor while managing competing priorities, a heavy workload, complex problems, and tight deadlines.

• Work independently and in a team environment.

• Delivers high-quality results in a dynamic environment and anticipate future needs.

• Strong written and verbal communication skills.

• Sound judgment and excellent critical thinking skills.

• Demonstrated ability to be highly organized and take initiative.

• Multi-task and manage multiple priorities simultaneously.

• Excellent organizational and analytical skills.

• Manage sensitive and confidential information with tact and discretion.

• Ensure a high degree of accuracy in a demanding environment.

• Provide superior customer service skills, teamwork, and attention to detail.

• Understands the University culture and reflects it well in the quality of the events planned and executed.

Working Conditions

• Must be in Chicago, on site at the University.

• Ability to lift and carry at least 25 pounds of supplies and equipment to event locations.

• Occasional evening and weekend work required.

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 Family

Communications

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$60,000.00 - $70,000.00

The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.

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.

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.