University of Chicago
Department
FFIE Chicago Forum Programming
About the Department
Job Summary
Responsibilities
Manage and execute intricate event logistics for in-person, hybrid, and virtual events.
Create planning timelines and ensure that every task gets completed for each event, anticipating and resolving operational challenges.
Coordinate and oversee all logistics for each event, including but not limited to venue research and selection, security, catering, transportation, decor installations, floor plan, linen, equipment, audio-visual, and custodial services.
Develop productive working relationships with campus community and event management counterparts in other units.
Lead on-site event production. Works effectively with other event professionals and vendors to execute each event.
Oversee management of conferences hosted overseas and be comfortable negotiating with vendors and agencies abroad.
Run hybrid and virtual events with ease, and determine optimal method of technology for event delivery.
Create and manage event budgets. Adheres to overall budget for each event and tracks cost-saving initiatives from year to year if an annual event.
Ensure all invoices are processed in University financial system.
Generate guest lists and reports based on set event criteria. Provides timely updates to event lead and event partners.
Communicate with guests to answer event-specific questions.
Produce all printed event materials such as nametags, place cards, table tents, table diagrams, brochures, programs, etc.
Administer all activities with a high attention to detail.
Partner with Student Engagement Manager in the delivery of student-led events.
Flexibly support evening and weekend events as required in a lively, collaborative, and team-oriented environment.
Execute day-to-day event logistics, and other moderately complex assignments with some guidance from others.
Assist 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:
Certifications:
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Preferred Qualifications
Experience:
Demonstrated success managing all aspects of event logistics for conferences, workshops, or public forums in academic, corporate, or nonprofit settings.
Experience creating detailed event timelines and coordinating multiple tasks and vendors under tight deadlines.
Proven ability to research, negotiate contracts, and manage vendor relationships, including catering, AV, and venue services.
Track record of planning and adhering to event budgets, preparing cost reports, and implementing cost-saving measures.
Prior involvement in higher education, mission-driven organizations, or settings that value civil discourse and engagement of diverse perspectives.
Preferred Competencies
Analytical abilities with research and troubleshooting skills.
Ability to juggle multiple events and tasks simultaneously.
Skilled at anticipating, troubleshooting, and resolving operational and logistical challenges in a fast-paced environment.
Strong project management and organization skills.
Strong written and verbal communication skills, including the capacity to confidently present information and respond to questions from diverse stakeholders.
Is comfortable pivoting plans and strategies seamlessly in response to changing priorities, budgets, or on-site challenges.
Superior customer service skills, teamwork, and strong attention to detail.
Effectively present information and respond to questions from groups of managers colleagues, or guests.
Poise and ability to demonstrate grace under pressure when handling challenging or unexpected situations, and multiple constituents; and is able to troubleshoot challenges that arise with minimal supervision.
Appropriately represents the Chicago Forum, including adherence to professional appearance, demeanor, and manner of interacting with others.
Maintain a calm and courteous demeanor while handling competing priorities, a heavy workload, complex problems, and tight deadlines.
Able to quickly learn new systems, event management tools, and technologies as needed.
Deliver high quality results in a dynamic environment and to anticipate and respond to future needs.
Understands the University culture and reflects it well.
A commitment to UChicago’s first principle of free inquiry and expression; familiarity with the University of Chicago a plus.
Working Conditions
Lift 25 pounds and carry supplies and equipment to event locations.
Must be in Chicago, on site at the University.
Application Documents
Resume (required)
References (3)(required)
The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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.
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