Extra Help - Event and Project Management Assistant - Strategic Initiatives and Marketing

This Position is temporary, non-benefits eligible, and is limited to 900 hours.

Hiring Department: Strategic Initiatives and Marketing

Location: Chicago, IL USA

Requisition ID: 1024432

Posting Close Date:

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

Description:

Position Summary
The Extra Help Program Assistant (Event and Project Management Assistant) will assist the Event and Project Management Team, within the Office of Strategic Initiatives and Marketing, performing duties involved in the management of college level events and strategic projects. This Program Assistant will work closely with Program Coordinator and Project Manager. The person will collaborate with program coordinator in coordinating activities related to event management such as registration, catering, event logistics and internal coordination with service providers. The person will also assist Project Manager in managing some of strategic projects. This include assisting in taking meeting notes, organizing project documentation and coordinating meetings on behalf of the Project Manager.
Duties & Responsibilities

• Assist the Event Coordinator in coordinating activities related to event management, including but not limited to registration, catering, event logistics, and internal coordination with service providers.

• Support the Event and Project Management Team in organizing and executing various events, ensuring seamless operations and timely delivery.

• Collaborate with the Event Coordinator to maintain accurate event records, including attendee lists, vendor contracts, and financial transactions.

• Provide administrative support to the Project Manager by assisting in taking meeting notes, organizing project documentation, and ensuring timely dissemination of project-related information.

• Coordinate meetings and appointments on behalf of the Project Manager, ensuring all stakeholders are informed and prepared.

• Assist in monitoring project timelines and deliverables, communicating updates and progress to the Project Manager and team members as needed.

• Contribute to the development and implementation of project management processes and best practices to improve efficiency and effectiveness.

• Assist with other tasks and responsibilities as assigned by the Event and Project Management Team to ensure the successful execution of events and projects.

• Proficiency in scheduling events, programs, and activities, as well as delegating tasks effectively to ensure successful execution.

• Ability to analyze information and evaluate results to identify optimal solutions and solve problems efficiently.

• Excellent oral and written communication skills to effectively convey ideas, instructions, and updates to stakeholders.

• Familiarity with WordPress or related content management platforms is beneficial for managing event registrations and online content.

• Experience with designing/editing software such as Canva, Adobe Premiere, and Photoshop is advantageous for creating promotional materials, but not mandatory.

• Adaptability to accommodate changing priorities and requirements in both project and event settings.

• Strong listening skills to comprehend information and ideas communicated verbally.

• Proficient in developing and executing goals and plans to prioritize tasks, organize workflows, and accomplish objectives efficiently.

• Ability to collaborate effectively with colleagues, clients, and external stakeholders to achieve common goals.

• Capacity to work autonomously and exercise sound judgment when analyzing and resolving various questions or issues.

Qualifications:

Minimum Qualifications

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation