Special Events Manager

University of Chicago•Chicago, IL

About The Position

The Special Events Manager supports the research, partnership, and educational goals of the University of Chicago’s Data Science Institute (DSI), particularly the Eric and Wendy Schmidt AI in Science Fellowship program. Reporting to the Director of Financial Administration and Operations, this role plans and executes internal- and external-facing events, including meetings and convenings for postdoctoral fellows and faculty, as well as academic, public, and educational events. The manager partners with faculty, research initiative directors, program managers, fellows, students, and internal and external organizations to deliver events that advance DSI’s mission. The position leads event planning and implementation, coordinates venues and vendors, manages budgets and expenses, supports event communications and materials, and oversees onsite logistics and post-event follow-up. The role also develops planning resources, contributes event data to grant reports, and handles complex assignments with minimal guidance.

Requirements

Bachelor’s degree in a related field, or an equivalent combination of education and relevant experience.
5–7 years of work experience in a related job discipline.

Nice To Haves

Successful history of leading conferences, workshops, seminars, and/or university events involving communication with faculty, students, and fellows.
Strong customer service orientation and excellent oral and written communication skills.
Strong technical aptitude with business operations software applications.
Expertise in Microsoft Office, Adobe InDesign and Photoshop or other graphic programs, and content management and learning management systems for writing and editing digital and web content.
Experience using live-streaming software for events and research workshops.
Exceptional time, project management, and organizational skills, including meeting internal and external deadlines.
Ability to evaluate audience needs and develop tactics and strategies to reach target audiences.
Creative, innovative, and detail-oriented approach.
Ability to remain calm and courteous and work productively amid competing priorities, complex problems, and tight deadlines.
Judgment in resolving complex problems or recommending solutions.
Initiative and ability to anticipate organizational needs.
Ability to manage multiple projects, set priorities, and allocate resources.
Ability to influence people to meet goals and deadlines and collaborate with senior leadership, scholars, vendors, student workers, and other constituents.

Responsibilities

Lead planning timelines and day-to-day implementation for faculty- and student-driven events, including conferences, weekly meetings, seminars, working groups, and speaking engagements.
Arrange event details, including facility selection, room reservations, menu planning, catering, and other logistics.
Correspond with planning partners, speakers, attendees, and other stakeholders.
Create resources and tools to streamline event planning and ensure high-quality planning and execution.
Identify and implement improvements and provide post-event feedback on attendance and vendor performance.
Prepare event data and details for yearly grant reports.
Review and finalize guest lists and assist with mailing invitations and preparing event collateral.
Oversee onsite logistical preparations and post-event wrap-up, resolving logistical issues as needed.
Develop event budgets and oversee expense processing, reconciliation, and cost reporting.
Collaborate with the Communications team on invitations, posters, brochures, and event recaps for the DSI website.
Contribute to team success by presenting ideas, identifying problems, anticipating needs, and researching solutions.
Serve as a point of contact for internal partners, external vendors, and student and alumni groups.
Develop and execute day-to-day event logistics and complex assignments with minimal guidance.
Guide research, including vendor selection and contract negotiation.
Perform other related work as needed.