Events and Operations Manager, Logan Center

The University of Chicago; Chicago (IL); On-site; USD 57,000 - 65,000; Full time

Job summary

An established industry player is seeking an Events and Operations Manager to oversee event management and operations at a vibrant cultural hub. This role involves collaborating with diverse stakeholders, ensuring smooth event execution, and managing scheduling and logistics. The ideal candidate will have strong organizational and communication skills, along with a passion for arts and community engagement. Join a dynamic team and contribute to the cultural fabric of the community while enhancing the artistic experience for students and residents alike.

Benefits

Health Benefits

Retirement Plans

Paid Time Off

Professional Development Opportunities

Qualifications

• 2-5 years of experience in event management or related field.
• Proficient in facility scheduling and budget management.

Responsibilities

• Manage events and space scheduling at the Logan Center.
• Coordinate with vendors and ensure successful event execution.

Skills

Event Management

Communication Skills

Organizational Skills

Budget Management

Education

Bachelor's Degree in a related field

Tools

Facility Scheduling Software

Job description

Department

AI Logan Center Operations

About the Department

Designed as a home for the creative life of the University of Chicago campus and the City of Chicago, the Reva and David Logan Center for the Arts is a partner, resource, and catalyst for developing deeper cultural networks and richer creative projects citywide and beyond. The Logan Center is a place where boundaries dissolve and artistic work is amplified through a web of collaborative partners. More than just a building, it is an innovative hub for arts education for UChicago students and Chicago-land students and families, a platform to showcase today’s most innovative creators across all media, and a locus for impactful and collaborative artistic Innovations with partners in nearby South Side communities and across Chicago.

Job Summary

The Events and Operations Manager has primary responsibility for managing Logan Center events and the Logan Center space schedule. The Events and Operations Manager works closely with Custodial porter staff to ensure all aspects of classroom, meeting and special event set-up requirements are completed and meet the expectations of Logan Center users. The Events and Operations Manager co-supervises the Events and Scheduling Coordinator and ensures that the Logan Center space usage supports broad Logan Center goals. Reporting to the Director of Facilities and Operations, the Events and Operations Manager will also work closely with the University Registrar’s Office, community partners and colleagues across the Arts and Humanities Division and UChicago Arts.

Responsibilities

• Manages Logan Center events and the Logan Center space schedule; serves as the key operations liaison to UChicago Arts users and some Resident Arts Partners; assists the Director of Facilities and Operations; co-supervises the Logan Events and Scheduling Coordinator and ensures that the Logan Center space usage supports broad Logan Center goals.
• Collaborates with Logan Center programmers and select resident partners to help plan and supervise events including completing event walk-throughs and advising on how to host a successful event at the Logan Center.
• Provides on-site event supervision including coordination of event setup needs, scheduling and supervising student and other operations staff as well as external event staff as on-site contact for catering, rentals, etc., ensures proper custodial maintenance during and after event, effectively executes production plan on event day and manages unanticipated occurrences. Works closely with event-related vendors such as caterers, rental companies, décor, etc. to assure compliance with building use policies and procedures to ensure timely space set-up changeovers and event starts.
• When appropriate, works closely with the operations department colleagues and other Logan staff as noted below to coordinate specific event needs including technical, front of house; ticketing requirements, facilities support, and marketing and promotion.
• In collaboration with the Director of Facilities and Operations, prepares event expense estimates and event final invoices such as space use fees, student -and part-time staffing fees, rental packages, etc.; works with Logan Center financial office to reconcile client and vendor payments.
• Governs Logan Center scheduling in tandem with other operations colleagues, the University Registrar’s Office and resident partners scheduling contacts for classes, performances, meetings, rehearsals, co-curricular events, etc. including space use, approval, holds, updates, and releases of Logan Center-managed spaces.
• Works with the Events and Scheduling Coordinator to ensure the day-to-day Logan Center schedule is current and accurate; administers calendar information intake and when needed, fields requests and enters events in the calendar; works with Operations Department colleagues to ensure efficient and effective use of the Logan Center space to maximize positive arts impact for the University and the broader community.
• Serves as the lead liaison with the Registrar’s Office to manage overall Logan Center use of Ad Astra, including implementation, and strategic planning related to the scheduling process and system; defining Logan Center resources, scheduling utilization objectives, system troubleshooting, system upgrades, maintenance, and username issues.
• Develops and works with Events and Scheduling Coordinator in leading Ad Astra training for UChicago Arts Users including creating and updating user manuals and one-on-one trainings.
• Manages operations student staff including working with Scheduling Coordinator on scheduling hours based on daily event needs and longer-term projects.
• Manages 122 Office Suite, co-supervising Events and Scheduling Coordinator, as they assist walk-in users, troubleshoot user needs including card access, facilities maintenance issues, etc., manage operations area central filing system, key tracking and checkout, shipping and mail distribution, and event supply inventory, etc.
• Assists Director with budget planning and tracking of operations department financial records, including purchase orders, accounts payable and receivable, etc.
• Creates and updates operations forms, policy manuals, user guides, etc.
• Proactively identifies substandard conditions and services and recommends corrective actions.
• Manages Logan Center community garden plot assignments, upkeep, and communications with facilities and gardeners.
• Serves as a member of the Reva and David Logan Center for the Arts staff, assists the Director of Facilities and Operations in project management, represents the Logan Center on various arts-related and administrative committees.
• 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 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:

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Preferred Qualifications

Technical Skills or Knowledge:

• Proficient in the use of facility scheduling software applications.
• Skilled in the preparation and execution of space rental agreements including collection of required deposits, invoicing, and insurance certificates.

Preferred Competencies

• Exceptional organizational skills; oversee schedules, maintain deadlines, work within budgets, set priorities and manage several projects simultaneously.
• Excellent written and spoken communication skills, synthesize and accurately present relevant information.
• Comfortable working closely with university faculty, students, staff, artists, and community members.
• Familiarity with and experience working in a variety of civic arts organizations.
• Organizational and human relations skills. Collaborate well andsupportively and cultivate good relationships with various constituencies.
• The temperament to work with a diverse and demanding population.
• Self-directed and self-motivated, set goals and develop projects.
• Clear, effective, and tactful oral and written communication skills. Handle sensitive information with discretion.
• Prioritize and execute multiple tasks simultaneously, and view a project in its entirety.
• Learn through practice.
• Comfortable taking initiative, thinking creatively through challenges, and gracefully implementing resolutions.

Working Conditions

• Facilities and operations management of a 180,000 square ft. facility, conduct regular building rounds and, at times, stand for extended periods of time.
• Considerable office work.
• Occasional movement of equipment and packages up to 25 lbs.
• Work evenings and weekends.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)
• References Contact Information (3)(preferred)

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

$57,500.00 - $65,000.00

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.