Event Administrator

Department

University Events and Ceremonies: Senior Staff

About the Department

The Office of University Events and Ceremonies is a department comprised of event professionals who oversee complex initiatives University leadership along with other campus partners who require consultation, planning, production, and event management services.

Job Summary

Reporting to the Executive Director of the Office of University Events and Ceremonies, the Event Administrator will be responsible for providing event administration support to the Events team for all events produced by the Office of University Events and Ceremonies. The Event Administrator also plays roles in the planning and execution of Convocation. The Event Administrator is expected to build collaborative relationships with team members, vendors, key stakeholders, and the campus community.

Responsibilities

• Provides on-site support and oversees list management at events throughout the year.
• Produces all event materials such as nametags, place cards, table tents, table diagrams, etc. event.
• Manipulates and exports data regarding event attendance, primarily using Microsoft Excel.
• Generates guest lists and reports based on set event criteria. Provides timely updates to event lead and event partners.
• Creates and deploys digital save-the-dates, invitations, reminders, and confirmations.
• Communicates with guests to answer event-specific questions.
• Acts as a technical resource for staff on events invitation systems and other office software.
• Maintains inventory of all list service and general office supplies for the OUEC team and reorders when necessary.
• Maintains the Office of University Events and Ceremonies events and deployment calendars.
• Develops and proposes functionalities and procedures that relate to list management services and department systems and assesses how suggested changes will improve the quality and accuracy of list management services.
• Maintains guest lists and deploys event invitations.
• Plans and schedules events, programs, and outreach. Coordinates event-day logistics, and performs other routine assignments with guidance from others.
• Assists with identification and resolution of event and program needs, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve routine problems as they arise.
• Maintains guest lists and assists with mailing invitations and creating brochures for the event.
• 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 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Technical Skills or Knowledge:

• Demonstrated experience using data tools.
• Proficiency in Microsoft Office Suite.
• Working knowledge of Adobe Creative Suite.
• Demonstrated experience using database management systems.

Preferred Competencies

• Well organized and detail-oriented in all aspects of their work, but especially when meeting recurring and critical deadlines.
• Appropriately represents University leadership, including strict adherence to professional appearance, demeanor, and manner of interacting with others.
• Maintain a calm and courteous demeanor while managing competing priorities, a heavy workload, complex problems, and tight deadlines.
• Work independently and in a team environment.
• Delivers high-quality results in a dynamic environment and anticipate future needs.
• Strong written and verbal communication skills.
• Sound judgment and excellent critical thinking skills.
• Demonstrated ability to be highly organized and take initiative.
• Multi-task and manage multiple priorities simultaneously.
• Excellent organizational and analytical skills.
• Adept at learning new systems.
• Manage sensitive and confidential information with tact and discretion.
• Ensure a high degree of accuracy in a demanding environment.
• Provide superior customer service skills, teamwork, and attention to detail.
• Understands the University culture and reflects it well in the quality of work.

Working Conditions

• Must be in Chicago, on-site at the University.
• Lift and carry at least 25 pounds of supplies and equipment to event locations.      
• Occasional evening and weekend work.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• References Contact Information (3) (required)

Job Family

Communications

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$55,000.00 - $63,000.00

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

Yes

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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