Job Overview
Employment Type
Full-time
Compensation
Type:
Salary
Rate:
Range $60,000.00 - $70,000.00
Work Schedule
Standard Hours
Weekend Shifts
Benefits
Health Insurance
Retirement Plan
Paid Time Off
Dental Insurance
Vision Insurance
Professional Development
Employee wellness programs
Job Description
The Office of University Events & Ceremonies at the University of Chicago is a specialized department staffed by experienced event professionals dedicated to managing complex initiatives involving University leadership and various campus partners. This office provides critical services such as consultation, meticulous planning, production oversight, and comprehensive event management. Their expertise ensures that all events—ranging from formal leadership functions to large-scale institutional ceremonies—are executed seamlessly, reflecting the prestige and high standards of the University of Chicago. This department operates within an esteemed academic environment, embracing a mission to uphold the University's culture by delivering exceptional event experiences.
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Job Requirements
- College or university degree in related field
- 2-5 years of experience in related job discipline
- Must be on site in Chicago at the University
- Ability to lift and carry at least 25 pounds of supplies and equipment
- Availability for occasional evening and weekend work
- Proficient in event logistics and coordination
- Strong communication and organizational skills
Job Qualifications
- College or university degree in related field
- 2-5 years of progressively responsible experience in event and meeting planning and management preferably in a higher education setting
- Working knowledge of Microsoft Office Suite
- Ability to execute events and meetings within an established budget
- Well organized and detail-oriented
- Represents University leadership professionally with appropriate demeanor
- Maintains calm and courteous under pressure and competing priorities
- Works independently and collaboratively
- Delivers high-quality results in a dynamic environment
- Strong written and verbal communication skills
- Sound judgment and critical thinking skills
- Demonstrated initiative and organizational skills
- Excellent multitasking and prioritization abilities
- Handles sensitive and confidential information with discretion
- Ensures high accuracy in demanding environments
- Provides superior customer service and teamwork
- Understands and reflects University culture in event execution
Job Duties
- 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 venue research and selection, security, catering, transportation, floral installations, floor plan, linen, equipment, audio-visual, and custodial services
- Creates and manages event budgets, adheres to the overall budget for each event, and processes all invoices after each event
- Coordinates with University colleagues and Event Administrator to determine invitees and compile guest lists for invitations
- Produces and deploys event invitations and all printed event materials such as nametags, place cards, table tents, brochures, and programs with support from the Event Administrator
- Creates and distributes comprehensive event memos and briefings to University leadership and the events office team
- Provides on-site event production working effectively with event professionals and vendors to execute each event
- Coordinates event debrief meetings and implements improvement ideas
- Absorbs additional responsibilities as part of a growing collaborative team
- Performs administrative and related duties as required
- Executes day-to-day event logistics and assists with vendor selection and contract negotiation while tracking expenses and preparing cost reports
- Performs other related work as needed
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Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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