What are the responsibilities and job description for the Events Assistant position at The University of Chicago?
Department
About the Department
Job Summary
Responsibilities
- Under the direction of the Senior Manager, Events and Academic Programs, assists with the coordination of events, including reserving space and hotel room blocks, coordinating with caterers communicating with speakers, arranging transportation and audio/visual equipment, tracking attendees, and providing updates of attendance to the team, and preparing printed materials.
- Onsite event support including setup and breakdown.
- Coordinates logistics and catering setup for weekly institute workshops.
- Supports workshop speakers while on campus including greeting speakers, coordinating office hours and activities, responding to onsite needs, collecting feedback, and submitting reimbursements.
- Works with the Communications team to regularly review the accuracy of, and submit updates for, event-related content on the BFI website and intranet.
- Contributes to ongoing marketing efforts of BFI programs and events, including increasing outreach to other divisions across campus to engage their students, faculty, staff, and alumni in institute programs.
- Assists with identification and resolution of event and program needs, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve routine problems as they arise.
- Maintains guest lists and assists with mailing invitations and creating brochures for the event.
- Compiles data to be used in event and program evaluation. Contributes to improvements by implementing ideas as they are identified, with general direction from others.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.-
Work Experience:
-
Certifications:
-
Preferred Qualifications
Experience:
- A minimum of one year of relevant experience, such as event and/or conference planning.
- Background in higher education is a plus.
Technical Skills or Knowledge:
- Demonstrated skill and knowledge of Microsoft Windows suite, including Microsoft Outlook, Word, Excel, and PowerPoint.
Preferred Competencies
- Attention to detail.
- Maintain confidentiality.
- Work on multiple projects simultaneously, set priorities, and meet deadlines.
- Budget management skills.
- Excellent verbal and written communication skills.
- Organizational skills
- Demonstrated ability to be an excellent team member.
- Understanding of higher education and/or nonprofit organizations.
- Diplomatic and customer service-based approach to interacting with colleagues and others.
Working Conditions
- Work irregular hours, including occasional early mornings and late evenings to staff BFI events.
Application Documents
- Resume/CV (required)
- Cover Letter (preferred)
- Three Professional References Contact Information (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
Role Impact
FLSA Status
Pay Frequency
Scheduled Weekly Hours
Benefits Eligible
Requires Compliance with University Covid-19 Vaccination Requirement
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Posting Statement
Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.
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