Full-Time
Events and Program Administrator
Deadline 1/2/27
University of Chicago
Compensation Overview
$68k - $76k/yr
Illinois, USA
Hybrid
Partial remote; travel within the Chicagoland area as needed; evenings and weekends may be required.
Category
 Administrative & Executive Assistance (1) |
|---|
Required Skills
Data Analysis
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Requirements
- Minimum qualifications include a college or university degree in related field.
- Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Responsibilities
- In collaboration with Student Affairs, Career Services, Instructional Services, Marketing, and Enrollment Management, leads logistics for major student-facing events such as Immersion Weekend, Autumn Kick-Off event, End of Year Celebration, Lunch & Learn events, and additional programming.
- Coordinate venue sourcing, hotel and vendor contracting, and manage Banquet Event Orders (BEOs).
- Serve as a point of contact with internal partners, external vendors, and student/alumni groups to support event planning and execution.
- Develop event budgets and oversee expense processing and reconciliation.
- Prepare presenters and hosts regarding content, format, scheduling, and day-of expectations.
- Staff events onsite to ensure smooth execution from setup through conclusion.
- Schedule and send invitation emails, tracks RSVPs and attendance, and maintain registration lists.
- Create event materials, timelines, and communications to support planning and execution in collaboration with the Assistant Director, Marketing and Communications.
- Support faculty and alumni events, offering recommendations to strengthen and streamline event processes.
- Serve as the unit’s subject matter resource for virtual and hybrid event platforms (e.g., Zoom meetings and webinars).
- Collaborate closely with the Student Affairs, Enrollment Management, External Partnerships and Career Services, Instructional Services, and the Data Science Institute to understand events needs and facilitate planning.
- Collaborate with the Operations Coordinators to schedule on-site events ensuring space availability, room layouts, technology requirements, and other event logistics are addressed.
- Assist with managing logistical tasks for internal staff gatherings, communications, and project timelines.
- Provide daily administrative support to program leaders.
- Provide administrative and logistical support across program operations, including project planning, scheduling, calendar management, room reservations, expense tracking, faculty travel logistics, and coordination of deliverables for meetings, lectures, and projects.
- Research, compile, and analyze data to create reports and proposals for leadership.
- Work to implement ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance with direction from others.
- Assist with research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
- Perform other related work as needed.
Desired Qualifications
- Education: Bachelor's degree.
- Experience: Relevant experience, such as event planning or work in an administrative capacity.
- Experience: Experience working in higher education.
- Experience: Previous experience with event coordination.
- Experience: Project management experience strongly.
- Preferred Competencies: Strong customer service orientation with excellent oral and written communication skills.
- Preferred Competencies: Ability to take initiative and organize and complete activities and projects with minimal supervision.
- Preferred Competencies: Ability to handle public contact with courtesy, clarity, and diplomacy.
- Preferred Competencies: Ability to handle sensitive and confidential situations and information with absolute discretion.
- Preferred Competencies: Ability to maintain a calm and courteous demeanor and to work productively in the midst of competing priorities, complex problems, and tight deadlines.
- Preferred Competencies: Exceptional problem-solving skills.
- Preferred Competencies: Strong technical aptitude with business operations software applications.
- Preferred Competencies: Proficiency with MS Office applications.