Event Administrator-2

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Thursday, August 17, 2023


President University Events and Ceremonies: Staff Group 2

About the Department

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.

Job Summary

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.

Minimum Qualifications


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.



Preferred Qualifications


  • Bachelors degree.


  • 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.

Preferred Competencies

  • 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.

Working Conditions

  • Lift 25 pounds and carry supplies and equipment to event locations.

Application Documents

  • Resume/CV (required)

  • 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.

Job Family


Role Impact

Individual Contributor

FLSA Status


Pay Frequency


Scheduled Weekly Hours


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.