Assistant Director, Event Management

UChicago Institute for Climate and Sustainable Growth; United States; On-site; USD 60,000 - 69,000; Full time

Job summary

University of Chicago is seeking an Assistant Director of Event Management to lead planning and execution of campus events. You will supervise staff, monitor budgets and billing, and ensure adherence to university policies while maintaining strong client relationships.

The role involves evening and weekend work as events occur across Reynolds Club, Mandel Hall, and Bartlett Hall, with a focus on customer service and professional collaboration across campus partners.

Qualifications

• Bachelor’s degree required or in progress.
• 2–5 years of work experience in events or related field.
• Experience with EMS or Social Tables preferred.

Responsibilities

• Assist with planning, coordination, and event support for a variety of clients within campus venues.
• Staff events, coordinate client needs on-site, and manage scheduling.
• Collaborate with campus departments to ensure successful events.
• Participate in regular planning cycles for Student Centers events.
• Oversee scheduling and billing policies for the Student Centers portfolio.
• Develop and maintain event-related policies in collaboration with leadership.
• Cultivate relationships with vendors and departments supporting events.

Skills

Communication skills

Diversity and inclusion

Independent worker

Education

Bachelor’s degree

College degree in related field

Tools

EMS software

Social Tables

Job description

Department

CSL Student Centers: Event Management

About the Department

The Student Centers serve as the core community building and special events spaces at the University of Chicago. The Student Centers play a formative role in the Campus and Student Life goal of creating a comprehensive and integrated network of services that support the academic mission and facilitate student learning, engagement, and success.

Job Summary

Reporting to the Associate Director of Event Management, the Assistant Director, Event Management , has primary responsibility for planning and executing events. This includes working with diverse student populations; supervising union and student staff; developing and monitoring event budgets and billing processes; contributing to and implementing unit policies and procedures; and maintaining relationships with vendors to successfully support a range of events across the portfolio.

This position has a regular schedule of 10:00am-6:30pm, Tuesday through Saturday, during the academic year, with greater schedule flexibility during academic breaks and building closures.

Responsibilities

Assists with planning, coordination, and event support to student, staff, faculty, alumni, and affiliate clients within the Reynolds Club, Bartlett Hall (1st floor), Mandel Hall, and other University of Chicago locations in the evening and on weekends.

Staff events and programs, and helps coordinate client needs on-site.

Works with University and Student Centers staff to encourage community involvement in providing services to a wide variety of facility users in the Student Centers.

Participates in the regular planning cycle for Student Centers events.

Coordinates and attends a wide range of events during the day and evenings in Reynolds Club, Mandel Hall, and other campus locations as required.

Contributes to problem‑solving related to unforeseen issues concerning events and guests within the facilities.

Helps ensure all events conform to University of Chicago and special event policies as necessary, with a high level of sensitivity to customer service and enhancing public relationships with program organizers and participants.

Utilizes industry standards and technological solutions when appropriate.

Oversees scheduling and billing policies and implementation for the Student Centers’ portfolio, including Ida Noyes Hall, Reynolds Club, Bartlett Hall (1st floor), and Mandel Hall, including the quarterly room lottery system for student organizations in collaboration with the Scheduling Coordinator.

Provides consistent and high‑level logistical support to all clients and events in the Student Centers portfolio.

Ensures all reservations and billing are processed in a timely manner.

Audits, scheduling, and billing practices as needed.

Develops and maintains additional policies regarding scheduling and billing in collaboration with the Associate Director for Event Management.

Cultivates and maintains relationships with vendors and departments that support events across the portfolio. These include on‑campus departments such as AV Services, Facilities Services, and partner venues across the University.

Vendors may include audiovisual and rental furniture vendors, caterers, décor, and floral vendors that support a variety of budgets and events.

Hires, trains, supervises, and evaluates employees, including a full‑time, non‑exempt Scheduling Coordinator and student employees.

Serves as a member of the Student Centers staff and assists with various office programs and projects. This includes consulting and collaborating with the peer Assistant Director of Events Management, and fulfilling other duties as assigned within the Student Centers portfolio.

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

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 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.

Preferred Qualifications

• Education: Bachelor's degree.
• Experience: At least two years of experience in a progressively responsible work environment, preferably in a student union or hotel setting. Events management experience.
• Prior experience with financial administration and billing.

Technical Skills or Knowledge

• Experience with Event Management Software (EMS) or similar software.
• Experience with Social Tables or similar software.

Preferred Competencies

• Excellent oral and written communication skills and an ability to cultivate and manage strong relationships are a must.
• Demonstrate the ability to understand the needs of the University of Chicago community and work with students, faculty, and staff in a wide array of situations.
• Demonstrated the ability to work independently.
• Demonstrated success in working with diverse student populations.

Working Conditions

Regular schedule is 10am-6:30pm Tuesday through Saturday during the academic year, with greater schedule flexibility during academic breaks and building closures. Availability to work varying hours as needed, including evenings and weekends. Ability to move across campus to meet clients and support events in various buildings and outdoor spaces. The ability to work effectively with a diverse and demanding population in a fast‑paced, high volume environment.

Application Documents

Resume/CV (required)

Cover Letter (required)

Professional References Contact Information (3)(required)

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

Pay

Pay Rate Type Salary FLSA Status Exempt Pay Range $60,000.00 - $69,000.00 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.

Equal Opportunity 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.

Security & Fire Safety Report

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.

About the University

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. To learn more about the university click here http://www.uchicago.edu/