Manager, Events and Travel

University of Chicago • Chicago, IL

21d • Hybrid

About The Position

The University of Chicago Graham School connects diverse audiences from around the world to the University’s distinctive ideas and intellectual community through events, courses, and degree programs. The Manager of Events and Travel plays a vital role in sustaining the Graham School’s position as the front door of the University by curating a strong sense of community at more than 50 annual online and in-person events that attract over 20,000 registrants. Reporting to the Associate Director of Travel Study and Alumni Relations, this position oversees logistics for domestic and international educational tours, including on-the-ground support, student engagement, and 24/7 traveler assistance. Graham’s signature travel programs include Study in Oxford Seminars and Spring Break in Greece, programs which require multi-week onsite presence. In addition, the Manager partners closely with the Associate Director of Events to manage the overall Graham School events calendar, coordinate all event logistics, collaborate with internal teams, and ensure seamless event experiences for attendees. This role requires strong project management skills, the ability to multitask in a fast-paced environment, excellent communication, and the flexibility to travel to support events locally, domestically, and abroad.

Requirements

• Minimum requirements 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.

Nice To Haves

• 2-5 years supporting event planning and administration in educational or arts organizations.
• Relevant experience, such as event planning or work in an administrative capacity strongly preferred.
• Proven track record of successful project management in rapidly changing environments.
• Stakeholder and vendor management experience.
• Familiarity with international and domestic travel.
• Previous customer service experience is a plus.
• Familiar with Airtable or other data management systems.
• Demonstrated passion for the Graham School’s mission of lifelong learning.
• Prioritize and multitask in a fast-paced environment.
• Independent problem-solving skills.
• Familiarity with travel and industry trends is a plus.
• Manage multiple workstreams simultaneously and engage multiple stakeholder groups in a fast-paced environment.
• Take initiative, and organize and complete activities and projects with minimal supervision.
• Proven ability to deliver high-quality and accurate results in a dynamic, demanding environment, with a focus on anticipating future needs.
• A strong desire to engage with and learn alongside groups of individuals.
• Exceptional oral and written communication.

Responsibilities

• Independently leads Graham School Travel Study programs, managing up to 24 students and all trip vendors as the onsite staff representative, with full discretion to resolve emergencies, execute itinerary changes, and manage vendor relationships in-country.
• Manages all pre-trip preparatory activities, including coordination of student orientations, pre- and post-trip community building events, and all administrative items.
• Monitors expenses, coordinates with vendors and venues to ensure timely planning, and prepares reports on travel and event costs.
• In partnership with the Associate Director of Events, marketing team, and program leadership, the Manager coordinates and executes all aspects of in-person and virtual events including lectures, seminars, symposia, and other community engagement events.
• Provides on-site support at events throughout the year, including on-the- ground logistics.
• Manages and updates internal events calendar to ensure strategic alignment, efficient workflow planning, and proactive coordination across all program areas.
• Owns event communications, including creation of event registration landing pages on the Graham School’s websites, event reminders, and follow-up communications including event recordings.
• Works to implement ideas for improvement as identified in post-event and post-trip surveys.
• Provides occasional (backup) onsite support to students and instructors at the Gleacher Center during in-person class hours, Tuesday through Saturday, as needed.
• Acts as ambassador of the Graham School, cultivating positive relationships within the University community and with external stakeholders.
• Responds with agility to the cyclical nature of travel study and events, effectively prioritizing programs and tasks during busy seasons of Spring and Autumn.
• Assists 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.
• Works 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.
• Performs other related work as needed.

Benefits

• The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level