Communications and Event Coordinator
University of Chicago
The Biological Sciences Division (BSD) is the largest unit of the University. Established in 1930, the BSD is comprised of faculty from the clinical and basic sciences. In this unique academic community, a unified division delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences together with outstanding patient care and world-renowned research. The BSD currently includes approximately 135 faculty in the 10 basic science departments, over 800 faculty in 13 clinical departments, and 2400 staff members. The BSD includes the Pritzker School of Medicine (PSOM), approximately 24 academic units, degree-granting committees, and research centers and institutes. The BSD is located on the University's main campus in Hyde Park, 20 minutes south of downtown Chicago. The Department of Obstetrics and Gynecology has 98 clinical providers: 42 faculty members, ten clinical fellows, 28 residents, ten physician assistants, six midwives, and two advanced practice nurses providing care at the main hospital in Hyde Park and seven off site locations. We have more than 45,000 outpatient visits, 20,000 ultrasound encounters, 2,500 deliveries, and perform over 2,500 gynecologic surgeries per year. Our physicians see patients at several offsite locations that are managed by the Department and operate at a number of hospitals, including Munster Community hospital in Northwestern Indiana and Northwest Community Hospital in Arlington Heights. The Department of Obstetrics and Gynecology is organized into seven clinical sections: Uro-gynecology, Gynecologic Oncology, REI, Family Planning, Maternal Fetal Medicine, General Obstetrics & Gynecology, and Minimally Invasive Surgery. Each is led by a section chief who is responsible for carrying out the strategy set for the section. The Department is ranked on the US News and World Report "best" list. Teaching and research are high priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare. The Department also has a significant research enterprise, engaging in population health studies, as well as research conducted in wet laboratories on tumor biology and the mechanisms of hypertensive diseases in pregnancy. Additionally, the Section of Family Planning has established a unique research center, CI3, which focuses on reproductive policy and innovations in sexual and reproductive health. The Department of Obstetrics and Gynecology within the BSD is looking for an innovative, driven Communications and Event Coordinator to plan, coordinate and execute departmental events, meetings, communications, and projects supporting departmental strategy and initiatives. Using a blend of digital, copywriting, editing, and project management skills you will use events and communication to support the departmental goals and objectives fostering engagement, collaboration, and information. You will prioritize initiatives and proactively manage the calendar establishing a cadence to facilitate collaboration with faculty and administrators on the creation and delivery of programs and content.
About the Department
The job plans, prepares and disseminates information designed to keep the public informed of the University's perspectives, programs, and accomplishments. Work is performed with a moderate level of guidance, and typically includes marketing, press relations, creative editorial and design services, and internal communications.
Proactively research, write, and edit content for a broad range of OBG’s internal and external channels, including websites, newsletters, social media, multimedia, and more.
Assume responsibility as point person for all internal and external marketing within the Department of Ob/Gyn; include attendance and management of monthly meetings with UCM marketing team, being accountable for project deliverables, and ensuring communication is up to date and flowing well between the marketing team and the Department.
Develop and maintain working relationship with faculty members and stay abreast of ongoing work and publications, interview faculty and cover campus events to develop and execute content strategy across multiple platforms.
Implement, manage and deliver internal/external communication through effective project management, serving as the primary contact, content writer and producer/coordinator for BSD communications related to strategic priorities/goals and operational deliverables including but not limited to print, digital, and in-person initiatives.
Utilize best practices and novel concepts in issue identification, message formulation, communication delivery, and audience targeting, including the ability to use analytics to gauge and boost readership and engagement.
Assess communication tools and make recommendations for how BSD information is disseminated, including new technology and integration of communication tools and services across BSD audiences and locations.
Partner and support faculty and staff with digital, communication and research support to advance the needs of the department.
Manage all aspects of virtual and on site event planning, before during and after event, meeting strict deadlines and operating within budget constraints.
Nurture and build relationships with vendors and other industry contacts to develop and execute creative and logistical aspects of events.
Stay current, and often ahead of the curve, on event planning, design, and production trends, proactively identifying opportunities and solving operational challenges.
Train and prepare speakers for upcoming events on interfacing with event technology and optimizing presentation style for remote events.
Coordinate with internal staff, clients, vendors, and others to determine and fulfill needs for events and serve as virtual event liaison with clients and client teams.
Research resources and facilitate pre-event meetings when necessary to help staff make decisions about event design and features.
Work collaboratively with University and UCM teams and in close partnership with departments.
Set up and maintain annual online calendar (coordinate and enter the dates for special events such as, but not limited to, Grand Rounds, Morbidity and Mortality (M&M), competing regional/national conferences, and resident didactics as well as scheduled talks/presentations).
Perform copywriting and substantive editing for department members. This includes, but is not limited to, work on manuscripts, grants, applications for employment or promotion, presentations, correspondence, and promotional material. Helps authors comply with publisher guidelines.
Apply for and fulfill requirements for CME accreditation for various presentation series.
Accurately track attendance for various presentations series.
Archiving of the presentations and attendance lists to ensure compliance requirements.
Create and maintain content and images of value and/or historical interest to the department for Department archiving.
Assists department members with locating hard to find journal articles and other resources via academic and medical databases to provide research support.
Project deliverables – ensuring Ob/Gyn team is providing needed documentation to UCM Marketing; Includes: new physician bios, expansion of physician services, new locations, etc.
Ensuring both teams are adhering to project timelines and intervening to provide assistance when projections indicate we will be behind schedule.
Proof and edit marketing materials before they are sent to production.
Maintain database and archive files in the department of all marketing photos, distributed materials, and referring physician contact information.
Maintain and update departmental social media campaigns.
Plans, develops and disseminates information designed to keep the public informed of the organization's programs, accomplishments, or point of view, with moderate levels of guidance and direction.
Accomplishes assigned duties through two or more of the following: written communications; visual/graphic media, which may include Web site development and maintenance; speeches and personal contact. The incumbent is still acquiring higher-level knowledge.
Solves a range of straightforward problems, as work assignments are difficult and broad in nature, usually requiring originality and ingenuity.
Performs other related work as needed.
Education:Minimum requirements include a college or university degree in related field.
Bachelor's degree in journalism, English, biology, or a related field.
Advanced degree in a related discipline.
Minimum of 3 years of relevant work experience which may include copy writing, editing, communications, digital media.
Minimum of 2 years of experience in web and digital applications for creating, posting and publishing communications.
Experience in an Academic or University setting.
Working with graphic design and branding guidelines.
Writing for diverse audiences including executive teams, employees, board members, media, policymakers, and the public.
Supervisory and management experience, including management of freelancers and departmental or project budgets.
Advanced skills in Microsoft Office Suite, Excel, and reporting and visualization tools.
Excellent interpersonal, communication and presentation skills, both written and verbal.
Outstanding critical thinking skills.
Ability to abide by confidentiality and privacy protocols.
Results oriented and committed to continuous improvement.
Accountable for high quality, value driven work that drives business outcomes.
Collaborate with team for speed, agility and innovation in work.
Strong aptitude and desire for learning new platforms, development, analytic, and presentation tools.
Proven organizational skills with attention to detail and the ability to prioritize and work on multiple projects.
Diplomacy and tact to build strong relationships, motivate and balance internal and external stakeholders.
Excellent editorial judgment, diplomacy and interpersonal skills.
Cover Letter (preferred)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.
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