Assistant Director, Programs and Events

University of Chicago•Chicago, IL

2d•$58,000 - $65,000•Hybrid

About The Position

The Assistant Director, Programs and Event is a core operational member of the events team at the Center for Applied Artificial Intelligence (CAAI). The Assistant Director coordinates the logistics, registration, speaker support, and financial administration that keep CAAI's event calendar running across a full year of programming for students, alumni, faculty, and industry audiences. The Assistant Director serves as the day-to-day administrator for the weekly AI Workshop seminar series and as the operational point person on event day, directing student workers and interns supporting logistics. Working with the CAAI communications team, the Assistant Director keeps event listings current and supplies the details, copy, and visual assets used to promote programming. The Assistant Director also documents and refines the operational processes behind events, registration, and speaker management so the team runs more efficiently over time.

Requirements

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

Nice To Haves

Bachelor's degree.
A minimum four years of experience in event coordination, program administration, or a related field.
Higher education experience.
Processing reimbursements or managing event-related expenses.
Developing and documenting operational processes.
Hands-on experience with event registration platforms such as Eventbrite or Airtable.
Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, and Outlook).
Willingness to learn and optimize processes using approved AI tooling (Claude Enterprise).
Proficiency with Canva or comparable design tools for event graphics and promotional materials as well as familiarity with website content management systems.
Outstanding verbal, written, and presentation skills, as well as organizational skills and attention to detail.
Work independently with little supervision; possess a self-motivated disposition; identify opportunities for improvement and recommend effective changes.
Demonstrated ability to work effectively and diplomatically with colleagues, as well as with students, faculty, speakers, vendors, and corporate contacts across in-person, email, and phone communication.
Professional demeanor, including tact, discretion, and a customer service-oriented approach.

Responsibilities

Develops and implements annual program and event strategies aligned with CAAI's mission and priorities.
Leads the planning, execution, and evaluation of all CAAI programs and events, providing strategic oversight of budgets, logistics, resource allocation, and operational effectiveness.
Develops and manages relationships with external vendors, negotiates service agreements and ensuring alignment with program objectives, budget parameters, and institutional standards.
Oversees event registration and attendee engagement systems, leveraging Eventbrite, Airtable, and related platforms to support data-driven decision-making and program assessment.
Manages the annual CAAI programming calendar, coordinating with faculty, staff, and institutional partners to ensure effective planning, communication, and execution of initiatives.
Serves as the operational lead for CAAI events, providing direction to student employees and interns, ensuring successful program delivery, and assessing outcomes through attendance and post-event reporting.
Directs speaker engagement and logistics for CAAI programming, managing communications, travel arrangements, budget considerations, and overall speaker experience from confirmation through program completion.
Administers and monitors program budgets, tracks expenditures, forecasts resource needs, and ensures compliance with institutional financial policies while supporting effective stewardship of funds.
Manages the AI Workshop seminar series, overseeing scheduling, stakeholder communications, speaker coordination, and ongoing operational effectiveness throughout the academic year.
Partners with communications and marketing stakeholders to develop and execute promotional strategies for CAAI programming, ensuring consistent messaging and alignment with organizational objectives.
Represents CAAI in cross-functional planning efforts and collaborates with senior leaders, faculty, and external partners.
Creates and oversees development of event branding, promotional materials, and visual assets that strengthen program visibility and maintain compliance with Booth brand standards.
Analyzes program metrics and participant feedback to inform continuous improvement and future programming decisions.
Identifies opportunities to enhance operational effectiveness by developing, documenting, and implementing process improvements related to event management, financial administration, stakeholder engagement, and program operations.
Plans and schedules events, programs, and outreach. Coordinates event-day logistics, and performs other routine assignments with guidance from others.
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.