Special Events Manager

University of Chicago•Chicago, IL

1d•$82,000 - $90,000

About The Position

The Special Events Manager supports the research, partnerships, 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 large academic, public, and educational events. The manager works with faculty, research initiative directors, program managers, fellows, students, and internal and external partners to deliver academic events. The position oversees event planning and implementation from timelines, venues, and catering through onsite logistics, budgets, expense reconciliation, and post-event follow-up. It also supports event communications and promotional materials, prepares event information for grant reporting, and improves planning processes and event quality. The role is an individual contributor in the Communications job family, scheduled for 37.5 hours per week.

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 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.
Strong organizational skills and the ability to work on multiple projects simultaneously while meeting short deadlines.
Exceptional time, project management, and organizational skills, including the ability to meet internal and external deadlines.
Ability to evaluate and understand audience needs and develop tactics and strategies to reach target audiences.
Creative, innovative, and detail-oriented approach.
Ability to maintain a calm and courteous demeanor and work productively amid competing priorities, complex problems, and tight deadlines.
Ability to use judgment to resolve complex problems or recommend solutions.
Initiative and ability to anticipate organizational needs proactively.
Ability to manage multiple projects, set priorities, and manage resources accordingly.
Demonstrated ability to influence people to meet goals and deadlines and collaborate with senior leadership, scholars, vendors, student workers, and other constituents.

Responsibilities

Lead planning and coordinate 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 facilities, room reservations, menus, catering, and other logistics; communicate with planning partners, speakers, attendees, and stakeholders.
Create resources and tools to streamline event planning and ensure events meet or exceed DSI and AI in Science program expectations.
Identify and implement improvements and provide post-event feedback on turnout and vendor performance.
Prepare event data and details for yearly grant reports.
Review and finalize guest lists, assist with mailing invitations, and coordinate event collateral.
Oversee onsite logistical preparations and post-event wrap-up, and resolve logistical issues during planning and event production.
Develop event budgets and oversee expense processing and reconciliation; track expenses and prepare cost reports.
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 involved in event planning and execution.
Develop and execute day-to-day event logistics and other complex assignments with minimal guidance.
Conduct research, including vendor selection and contract negotiation, and solve complex problems as they arise.
Perform other related work as needed.