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Events Coordinator

University of Chicago

University of Chicago

Administration
Chicago, IL, USA
Posted on Thursday, December 21, 2023

Department

BFI - Events


About the Department

The Becker Friedman Institute for Economics (BFI) works with the Chicago Economics community to turn its evidence-based research into real-world impact. BFI takes a unique approach to bridging the divide between academic researchers and decision-makers in the business community and government by translating and packaging the rigorous work of the Chicago Economics community into accessible formats, and proactively sharing those findings with relevant decision-makers and thought leaders around the globe. BFI is a collaborative platform serving the University of Chicago Booth School of Business, the Kenneth C. Griffin Department of Economics, the Harris School of Public Policy, and the Law School. For more information visit https://bfi.uchicago.edu.


Job Summary

The Events Coordinator works closely with the Events Manager and Senior Manager, Events and Academic Programs at the Becker Friedman Institute for Economics (BFI) as a key member of the events team. This position provides professional support and plans logistics for a broad range of events. These events include academic conferences, workshops, seminars, newsmaker events, and more. Under general guidance, this role performs a broad range of operational business activities relating to the design, planning, and execution of events and programming.

Responsibilities

  • Under the direction of the Senior Manager, Events and Academic Programs, assists with the coordination of events, including reserving space and hotel room blocks, coordinating with caterers, communicating with speakers, arranging transportation, setting up audio/visual equipment, tracking attendees, providing updates of attendance to the team, and preparing printed materials.
  • Supports on-site events, including setup and breakdown.
  • Coordinates logistics and catering setup for weekly institute workshops.
  • Supports event speakers by communicating logistics, booking travel/hotels, collecting slides, coordinating meetings and activities, responding to on-site needs, and collecting feedback.
  • Works with the Communications team to regularly review the accuracy of, and submit updates for, event-related content.
  • Contributes to ongoing marketing efforts of BFI programs and events, including increasing outreach to other divisions across campus to engage their students, faculty, staff, and alumni in institute programs.
  • 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.
  • Creates event registration pages and maintains guest lists.
  • Compiles data to be used in event and program evaluation. Contributes to improvements by implementing ideas as they are identified, with general direction from others.
  • Maintains guest lists and assists with mailing invitations and creating brochures for the event.
  • Compiles data to be used in event and program evaluation. Contributes to improvements by implementing ideas as they are identified, with general direction from others.
  • Performs other related work as needed.


Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

  • Two years of relevant experience, such as event and/or conference planning.
  • Background in higher education is a plus.

Technical Skills or Knowledge:

  • Demonstrated skill and knowledge of Microsoft Windows suite, including Microsoft Outlook, Word, Excel, and PowerPoint.

Preferred Competencies

  • Attention to detail.
  • Maintain confidentiality.
  • Work on multiple projects simultaneously, set priorities, and meet deadlines.
  • Budget management skills.
  • Excellent verbal and written communication skills.
  • Organizational skills
  • Demonstrated ability to be an excellent team member.
  • Understanding of higher education and/or nonprofit organizations.
  • Diplomatic and customer service-based approach to interacting with colleagues and others.

Working Conditions

  • Work irregular hours, including occasional early mornings and late evenings to staff BFI events

Application Documents

  • Resume/CV (required)
  • Cover Letter (preferred)
  • Three Professional References Contact Information (required)


When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.


Job Family

Communications


Role Impact

Individual Contributor


FLSA Status

Exempt


Pay Frequency

Monthly


Scheduled Weekly Hours

37.5


Benefits Eligible

Yes


Drug Test Required

No


Health Screen Required

No


Motor Vehicle Record Inquiry Required

No


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.

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