Special Events Manager

Department
PSD Data Science: Operations Staff

Job Summary
Reporting to the Director of Financial Administration and Operations, the Special Events Manager uses advanced techniques for event management to support the research, partnerships, and educational goals of the DSI, and in particular The Eric and Wendy Schmidt AI in Science Fellowship program. This role will support events that promote, expand and enhance the mission of the DSI.

In addition to their role in coordinating and executing internal- and external-facing events at the DSI, the Special Events Manager will execute meetings and convenings for postdoctoral fellows and relevant faculty, as well as large academic, public and educational events on a regular basis. They will partner with faculty, research initiative directors, program managers, fellows and students, and must be able to collaborate effectively with internal and external partners to execute academic events.

Responsibilities

• Leads in the planning and coordination of event timelines and day-to-day implementation of faculty and student-driven events, including conferences, weekly meetings, seminars, working groups, and speaking engagements.
• Arranges details of events including facility selection, room reservations, menu planning, catering, and other necessary details. Corresponds with planning partners, speakers, attendees, and other stakeholders as appropriate.
• Creates resources and tools that help streamline the event planning process; ensures all events exhibit high-level quality in planning and execution in order to meet and exceed expectations associated with the DSI and AI in Science program.
• Implements ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance.
• Prepares event data and details for yearly grant reports
• Reviews and finalizes the guest lists, assists with mailing invitations, and event collateral.
• Oversees onsite logistical preparations and post-event wrap up.
• Helps resolve any issues in logistics during planning and production of the event.
• Develops event budgets and oversees expense processing and reconciliation.
• Collaborates with Communications team to help create invitations, posters, and brochures for events and to write event recaps for the DSI website
• Proactively contributes to overall team success by presenting ideas, identifying problems, anticipating needs, and researching solutions.
• Serves as a point of contact with internal partners, external vendors, and student/alumni groups to support event planning and execution.
• Develops and executes day-to-day event logistics, and other complex assignments with minimal guidance from others.
• Guides research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, solves complex problems as they arise.
• Performs other related work as needed.

Minimum Qualifications

Education:
Bachelor's degree in a related field, or an equivalent combination of education and relevant experience.

Work Experience:
5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Successful history of leading conferences, workshops, seminars and/or university events that require communication with faculty, students and fellows.

Technical Skills or Knowledge:

• Strong customer service orientation with excellent oral and written communication skills.
• Strong technical aptitude with business operations software applications.
• Expertise in Microsoft Office applications, Adobe InDesign and Photoshop (and/or other graphic programs) and working within content management and learning management systems to write and edit digital and web content
• Experience using live-streaming software for events and research workshops.
• Excellent oral and written communication skills.
• Strong organizational skills with the ability to work simultaneously on multiple projects to meet short deadlines.

Preferred Competencies

• Exceptional time and project management and organizational skills including the ability to meet external and internal deadlines.
• Evaluate and understand audience needs and develop tactics/strategies to reach target audiences.
• Creative, innovative and detail oriented.
• Ability to maintain a calm and courteous demeanor and to work productively in the midst of competing priorities, complex problems, and tight deadlines.
• Works on problems that are complex in scope and require judgment in resolving or making recommendations for solutions.
• Demonstrates the skill and willingness to take initiative and to proactively anticipate organizational needs.
• Work on multiple projects simultaneously, set priorities, and manage resources accordingly.
• Demonstrated ability to influence people to meet goals and deadlines, work collaboratively with senior leadership, scholars, vendors, student workers, and other constituents.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• References Contact Information (3) (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

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

Scheduled Weekly Hours
37.5

Drug Test Required
No

Health Screen Required
No

Motor Vehicle Record Inquiry Required
No

Pay Rate Type
Salary

FLSA Status
Exempt

Pay Range
$82,000.00 - $90,000.00
The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.