Events Manager

Department

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SSD : Economics - Staff and Temporary Employees

About the Department

For over a century, the Kenneth C. Griffin Department of Economics has been recognized as one of the world's leading centers for economic research and education. The Department's faculty have received numerous awards, including more Nobel Prize laureates and John Bates Clark medalists in economics than any other university. Among our faculty are many members of the National Academy of Sciences, the American Academy of Arts and Sciences, and the Econometric Society.

Job Summary

Primarily reporting to the Director of Finance, Operations and Personnel, the Events Manager oversees and executes the events function for the Kenneth C. Griffin Department of Economics at the University of Chicago. The Events Manager is responsible for the logistical planning and execution of internal and external events, which can be part of recurring series, on an ad-hoc basis, and in both in-person and virtual formats. This position provides professional support and solves straightforward problems in a broad range of operational business activities in the creation of plans for events programming, marketing, and logistics.

Responsibilities

• Develops event planning timelines and day-to-day implementation of faculty and student-driven events, including conferences, seminars, workshops, and speaking engagements.
• Selects catering vendors and menus, ensuring dietary preferences and restrictions are noted.
• Arranges facility selection, room reservations, menu planning, catering set-up, transportation arrangements, audio / visual equipment, entertainment, custodial, building access, security, etc.
• Manages contracts with vendors and works to maintain and improve relationships with service providers.
• Corresponds with planning partners, speakers, attendees, and other stakeholders as appropriate.
• Supports speakers by creating itinerary and agenda, coordinating complex and detailed travel plans, to include associated visa(s), airfare and ground transportation, hotel, and payment and / or reimbursement.
• Ensures smooth and timely payment and processing of all event-related costs and reimbursements including honorarium and one-time payments.
• Sets up hotel room block.
• Resolves any issues and / or conflicts that arise during the planning stages and create contingency plans and implement solutions for any unexpected changes.
• Maintains inventory of event supplies, PPE and materials, and tracks all supply use or rentals from internal and external partners.
• Understands application and coordination of multiple AV technologies used in planning, execution, and reporting; troubleshoot minor technical issues with campus partners.
• Assists Communications Manager with creative direction of digital, print, visual and environmental graphics of invitations, posters, and other web content.
• Works with Communications Manager to submit, send, and / or update all internal event communications and advertisements, to appropriate listservs.
• Works with Communications Manager to create accounts, accept online credit card registration payments, and process refunds.
• Creates WIFI access for all guests.
• Creates, prints, and assembles name badges and name tents for registration.
• Manages onsite check-in and attendance tracking in case of contact tracing needs.
• Runs registration reports and final attendance / engagement reports.
• Coordinates staffing plan for events.
• Onsite event support to include, but not limited to, set up and break down, extensive email communication, and serving as the main point of contact for all inquiries.
• Arranges for on-campus rooms to be reset post conference.
• 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 :

Preferred Qualifications

Experience :

Technical Skills or Knowledge :

Preferred Competencies

Working Conditions

Application Documents

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

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

Posting Statement

The University of Chicago is an Affirmative Action / Equal Opportunity / Disabled / Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

Staff 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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.

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.

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