Special Events Manager

The University of Chicago; Chicago (IL); On-site; USD 82,000 - 90,000; Full time

Benefits offered by this job

Benefits Eligible

Job summary

The University of Chicago's Data Science Institute seeks a Special Events Manager who reports to the Director of Financial Administration and Operations. You will lead planning and execution of conferences, seminars, and workshops, coordinating internal and external partners to advance research, partnerships, and education.

Responsibilities include venue selection, catering, invitations, budgets, vendor coordination, and post-event reporting; you will create event materials with Communications,

Qualifications

• Bachelor’s degree in a related field or equivalent experience.
• 5–7 years of work experience in a related role.
• Certifications: ---

Responsibilities

• Leads planning and coordination of event timelines and day-to-day execution for conferences, seminars, and workshops.
• Arranges venue and catering details, and manages invitations and guest lists.
• Develops resources to streamline event planning and ensures high-quality execution for the DSI and AI in Science program.
• Manages budgets, expense reporting, vendor negotiations, and post-event assessments.

Skills

Event planning

Project management

Communication

Budgeting

Vendor management

Education

Bachelor's degree

Tools

Microsoft Office

Adobe InDesign

Photoshop

CMS/LMS

Live-streaming software

Job description

Department PSD Data Science: Operations Staff

About the Department

The Data Science Institute (DSI) executes the University of Chicago’s bold, innovative vision of Data Science as a new discipline. The DSI seeds research on the interdisciplinary frontiers of this emerging field, forms partnerships with industry, government, and social impact organizations, and supports holistic data science and AI education. The staff in the Data Science Institute support the University’s students and scholars, their shared ideals, and the core values that make the University a singular intellectual destination.

Job Summary

Reporting to the Director of Financial Administration and Operations, the Special Events Manager uses advanced techniques for event management to support the research, partnerships, and educational goals of the DSI, and in particular The Eric and Wendy Schmidt AI in Science Fellowship program. This role will support events that promote, expand and enhance the mission of the DSI. In addition to their role in coordinating and executing internal- and external-facing events at the DSI, the Special Events Manager will execute meetings and convenings for postdoctoral fellows and relevant faculty, and must be able to collaborate effectively with internal and external partners to execute academic events.

Responsibilities

• Leads in the planning and coordination of event timelines and day-to-day implementation of faculty and student-driven events, including conferences, weekly meetings, seminars, working groups, and speaking engagements.
• Arranges details of events including facility selection, room reservations, menu planning, catering, and other necessary details.
• Corresponds with planning partners, speakers, attendees, and other stakeholders as appropriate.
• Creates resources and tools that help streamline the event planning process; ensures all events exhibit high-level quality in planning and execution in order to meet and exceed expectations associated with the DSI and AI in Science program.
• Implements ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance.
• Prepares event data and details for yearly grant reports.
• Reviews and finalizes the guest lists, assists with mailing invitations, and event collateral.
• Oversees onsite logistical preparations and post-event wrap up.
• Helps resolve any issues in logistics during planning and production of the event.
• Develops event budgets and oversees expense processing and reconciliation.
• Collaborates with Communications team to help create invitations, posters, and brochures for events and to write event recaps for the DSI website.
• Proactively contributes to overall team success by presenting ideas, identifying problems, anticipating needs, and researching solutions.
• Serves as a point of contact with internal partners, external vendors, and student/alumni groups to support event planning and execution.
• Develops and executes day-to-day event logistics, and other complex assignments with minimal guidance from others.
• Guides research, including vendor selection and contract negotiation.
• Keeps track of all expenses, prepares reports on costs, solves complex problems as they arise.
• Performs other related work as needed.

Minimum Qualifications

• Education: Bachelor’s degree in a related field, or an equivalent combination of education and relevant experience.
• Work Experience: 5-7 years of work experience in a related job discipline.
• Certifications: ---

Preferred Qualifications

• Experience: Successful history of leading conferences, workshops, seminars and/or university events that require communication with faculty, students and fellows.
• Technical Skills or Knowledge: Strong customer service orientation with excellent oral and written communication skills.
• Technical Skills or Knowledge: Strong technical aptitude with business operations software applications.
• Technical Skills or Knowledge: Expertise in Microsoft Office applications, Adobe InDesign and Photoshop (and/or other graphic programs) and working within content management and learning management systems to write and edit digital and web content.
• Technical Skills or Knowledge: Experience using live-streaming software for events and research workshops.
• Technical Skills or Knowledge: Excellent oral and written communication skills.
• Technical Skills or Knowledge: Strong organizational skills with the ability to work simultaneously on multiple projects to meet short deadlines.

Preferred Competencies

• Exceptional time and project management and organizational skills including the ability to meet external and internal deadlines.
• Evaluate and understand audience needs and develop tactics/strategies to reach target audiences.
• Creative, innovative and detail oriented.
• Ability to maintain a calm and courteous demeanor and to work productively in the midst of competing priorities, complex problems, and tight deadlines.
• Works on problems that are complex in scope and require judgment in resolving or making recommendations for solutions.
• Demonstrates the skill and willingness to take initiative and to proactively anticipate organizational needs.
• Work on multiple projects simultaneously, set priorities, and manage resources accordingly.
• Demonstrated ability to influence people to meet goals and deadlines, work collaboratively with senior leadership, scholars, vendors, student workers, and other constituents.

Pay Range

Pay Range $82,000.00 - $90,000.00

Benefits

• 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.

Equal Opportunity and Diversity 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.

Reasonable Accommodation Statement

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.

Background Check Statement

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.

Learn More

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