University of Chicago
The Office of University Events and Ceremonies is a department comprised of special events professionals who oversee complex initiatives for the Office of the President, Office of the Provost, and other campus partners who require consultation, production, and event management services.
About the Department
Reporting to the Senior Associate Director, Office of University Events and Ceremonies, the Event Administrator will be responsible for providing event administration support to the Events team for all events within the Office of University Events and Ceremonies.
Manipulate and export data regarding event attendance, primarily using Microsoft Excel.
Generate guest lists and reports based on set event criteria. Provide timely updates to event lead and event partners.
Create and deploy digital save-the-dates, invitations, reminders, and confirmations.
Communicate with guests to answer event-specific questions.
Provide on-site support and oversee list management at events throughout the year.
Produce all event materials such as nametags, place cards, table tents, table diagrams, etc.
Devise solutions, propose new functionalities, and/or suggest adjustments to systems as needed.
Act as a technical resource for staff on events database(s) and other office software.
Maintain inventory of all list service and general office supplies and reorder when necessary.
Maintain the weekly Office of University Events and Ceremonies events and deployment calendars.
Develop and propose policies and procedures that relate to list management services. Assess how suggested policy changes will improve the quality and accuracy of list management services.
Plays an integral role in event logistics, programming, and other related tasks for Convocation.
Assist with special projects, team member events, and additional events upon request.
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.
Education:Minimum requirements include a college or university degree in related field.
At least two years of experience in a professional setting.
Technical Skills or Knowledge:
Demonstrated experience using data tools.
Advanced skills in Microsoft Excel.
Working knowledge of Adobe Photoshop and Adobe InDesign.
Demonstrated experience using database management systems.
Some HTML knowledge.
Analytical abilities with research and troubleshooting skills.
Organizational and time management skills.
Strong verbal and written communication skills.
Superior customer service skills, teamwork, and strong attention to detail.
Adept at learning new systems.
Define problems, collect data, establish facts, and draw valid conclusions.
Effectively present information and respond to questions from groups of managers or colleagues.
Poise and ability to demonstrate grace under pressure when handling challenging or unexpected situations, and multiple constituents.
Appropriately represents the Office of the President, including strict adherence to professional appearance, demeanor, and manner of interacting with others.
Maintain a calm and courteous demeanor while handling competing priorities, a heavy workload, complex problems, and tight deadlines.
Deliver high quality results in a dynamic environment and to anticipate and respond to future needs.
Exhibit professionalism in all business dealings and interactions.
Understands the University culture and reflects it well.
Lift 25 pounds and carry supplies and equipment to event locations.
Cover Letter (preferred)
References Contact Information (3)(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 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.
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