Temporary Events Associate

Department

ADV Stewardship & Events

About the Department

The Advancement Office engages alumni (~220k), current students, parents, and friends of the University through intellectual, professional and social activities on campus, around the world and online. Advancement raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.

The Stewardship and Events team within the Office of Advancement oversees and implements best practices in outstanding donor engagement, stewardship, and events, creating exemplary experiences that cultivate lasting relationships with our alumni, donors, and friends.

Job Information

Job Summary:

The Temporary Events Associate provides administrative and programmatic support to the Advancement Events Team. This position is expected to last nine months with the potential to lead to permanent employment.

Responsibilities:

• Assists the Advancement Events team with short-term, ad hoc, and long-term project and in-person, virtual, and hybrid events.
• Learns and optimize the online event registration system, Cvent.
• Maintains event resources such as online forms, research and tracking of event venues, and vendors lists.
• Organizes logistics for meetings and events such as reserving rooms and catering, AV/tech set up, agenda distribution, parking, room setup, name tents and badges, meeting materials, etc.
• Assists with the creation and production of nametags and registration lists.
• Provides onsite assistance at designated events.
• Utilizes data management tools including look up, tracking, and reporting.
• Orders, prepare, and pack/ship event materials for events locally and internationally.
• Creates basic event briefings for key staff and event-related communications for speakers and participants.
• Coordinates invoices and vendor payments, tracks expenses, and maintains event budgets.
• Provides pre-event in-office support.
• Plans and schedules events, programs, and outreach. Coordinates event-day logistics, and performs other routine assignments with guidance from others.
• Maintains guest lists and assists with mailing invitations and creating brochures for the event.
• Performs other related work as needed.

Competencies:

• Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively. Explain complex ideas clearly and simply.
• Manage confidential information with discretion and tact.
• Act with integrity, professionalism, and confidentiality.
• Work collegially and collaboratively in a team setting.
• Self-motivated and take initiative.
• Prioritize multiple projects and independently follow through with detail.

Additional Responsibilities

Education, Experience or Certifications:

Education:

• College or university degree required.

Experience:

• A minimum one year of event support and coordination experience preferred.
• Background working with event registration platforms, Cvent preferred.
• Salesforce experience preferred.

Technical Knowledge or Skills:

• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to Advancement, including Phoenix (the University's Donor Relationship Management System), Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access.
• High proficiency in Zoom, Box, and Google Suite (Drive, Sheets, Docs, and Forms) required.

Working Conditions or Physical Requirements:

• This position has a hybrid work schedule which includes a minimum three days per week weekly in office presence.
• Standard office environment.
• In-person presence during key events and meetings, including mandatory on-site support in Chicago on key dates in April, May and June 2026.
• Travel to domestic and international markets on key dates starting in June 2026.
• Work flexible hours to meet business needs.

Required Documents:

• Resume/CV
• Cover Letter

Job Family

Temporary Staff

Scheduled Weekly Hours

37.5

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Pay Frequency

Hourly

Pay Rate Type

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$25.00 - $30.00

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

This position is not eligible for benefits.

Posting Statement

The University of Chicago is an equal 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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