Manager, Events and Operations, Polsky Exchange

uchicago; Chicago (IL); On-site; USD 75,000 - 95,000; Full time

Job summary

Polsky Exchange in Chicago seeks an Events and Operations Manager reporting to the Executive Director. You will optimize the use of the Exchange, promote spaces to drive revenue, and ensure high-quality member service while enforcing exchange rules and safety standards.

In this in-person role, you will oversee daily facilities operations, manage rentals, coordinate events, liaise with vendors, and maintain calendars and access control to support a productive entrepreneurial community.

Responsibilities

• Oversee day-to-day facilities operations, maintenance, repairs, and safety compliance; monitor systems and place work orders.
• Manage space utilization and rental agreements, assess needs and optimize layouts.
• Coordinate rental agreements and maintain renter relationships.
• Assist marketing strategies to promote available rental spaces.
• Maintain records of occupancy, income, and rental terms.
• Collaborate with vendors and contractors on facility projects.
• Support strategies to improve facility efficiency and aesthetics.
• Place orders for office and kitchen supplies.
• Sort and distribute mail for staff and desk renters.
• Coordinate with security and porters to ensure safe, clean facilities.
• Build relationships with stakeholders such as CRE Office and Safety & Security.
• Provide logistical support for events (setup, coordination, teardown).
• Liaise with planners and vendors for seamless events.
• Manage event space reservations and setup.
• Confirm setup needs and load-in/load-out timings with reserving parties.
• Monitor door access system and control space usage per hours.
• Grant member access, issue IDs/cards, and activate memberships; book conference rooms and manage calendar to avoid double bookings.
• Prepare event contract templates for review and approval.

Job description

Department

SIP Polsky Exchange - Administration

About the Department

The Polsky Center's mission is to advance innovative ideas and technologies from the University of Chicago ecosystem to the world. Through education, resources, and programs, the Polsky Center commercializes discoveries, partners with companies, and attracts venture capital. The Polsky Center runs a top-ranked business accelerator, the Edward L. Kaplan, '71, New Venture Challenge; operates a multi-disciplinary co-working space called the Polsky Exchange; and manages the George Shultz Innovation Fund that invests in early-stage ventures. Finally, the Polsky Center houses the University of Chicago's technology transfer unit, which manages all University-based intellectual property originating from faculty research and discoveries that can be licensed to industry partners and investors.

The Polsky Exchange is a 21,000 square-foot, multi-disciplinary co-working space and small business incubator. Through the Polsky Exchange and the Illinois Small Business Development Center (SBDC) at the Polsky Exchange, local business owners gain access to experienced advisors, educational programs, and a network of resources designed to strengthen operations, expand opportunities, and build long-term success. Members include business owners and innovators in the community, as well as UChicago students, faculty, and staff who are actively working on entrepreneurial ventures or involved in Polsky Center programs. The Polsky Exchange is located on Hyde Park's vibrant 53rd Street corridor and open for member co-working and programming five days a week.

Job Summary

Reporting directly to the Executive Director of the Polsky Exchange, the Events and Operations Manager plays a pivotal role in optimizing the operation and usage of the Polsky Exchange. The Manager is instrumental in fostering revenue growth for the Exchange by actively promoting and marketing available spaces to potential users, while supporting member success and experience through strong customer service and ensuring member compliance with Exchange rules and safety standards. Given the in-person nature of the Exchange and its work, this position is an in-person, on-site role.

This position provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit.

Responsibilities

• Oversees day-to-day operations of facilities, including maintenance, repairs, and safety compliance. Monitors systems (electrical, elevator/lift, plumbing including restrooms, kitchen, and water fountains, and heating/cooling) and reports major issues to Mid America Group immediately. Places work orders to address needs through the 360 Work Order system.


• Manages space utilization and rental agreements, including evaluating space requirements and optimizing space layouts to maximize space utilization.


• Coordinates rental agreements and manages renter relationships.


• Assists with developing and implementing marketing strategies to promote available rental spaces both internally and externally.


• Maintains accurate records of occupancy, rental income, and rental terms.


• Collaborates with vendors, contractors, and service providers for facility-related projects.


• Supports the development and implementation of strategies to enhance facility efficiency, functionality, and aesthetics.


• Places orders for office and kitchen supplies as needed.


• Sorts and distributes mail for Polsky staff and dedicated desk renters.


• Communicates with Security officers and porters to ensure the safe, clean, and functional operation of the facilities.


• Builds and cultivates relationships with stakeholders including the University's Commercial Real Estate Office, Department of Safety and Security, and others as appropriate.


• Provides logistical support for events, including setup, coordination, and breakdown as appropriate.


• Liaise with event planners, internal teams, and external vendors to ensure seamless event execution.


• Manages event space reservations, ensuring proper setup and resource allocation.


• Works with parties who have reserved space to confirm setup, tables/chairs needed, time for load-in and load-out.


• Monitors door access Cbord system and controls space usage by appropriate parties, including ensuring doors are locked and unlocked in accordance with hours of operation and programming schedule.


• Grants access to new members and assists them in securing a CNET ID, being approved by the Department of Safety and Security, securing a new card at ID and Privileges, and activating the new membership card. Books conference rooms for members and event spaces for paid reservations. Manages calendar to avoid double-booking.


• Populates contract templates for events, based on requests and draft event terms, for Executive Director review and approval.


• Serves as first point of contac