Department
ARD Event & Stewardship Data Management
About the Department
Alumni Relations and Development (ARD) engages alumni (~220k), current students, parents, and friends of the University through intellectual, professional, and social activities on campus, around the world, and online. ARD raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute. The Strategic Events team (OSE) works across Alumni Relations and Development (ARD) and the University – often with senior leadership - to create best-in-class strategic events engagement opportunities & experiences for our constituents, our alumni community, donors, and friends, that help foster and build connections & affinity with the University’s programs and its people.
Job Summary
This position provides professional support and solves straightforward problems in a broad range of operational business activities in the creation of plans for events programming, marketing, and logistics. With guidance from others, monitors the execution of events.
Responsibilities
- Assists in the planning, coordination, and execution of ARD events that occur in-person, hybrid, and virtual with the oversight of the Senior Director.
- Manages event registration cycle, builds registration forms, RSVP reporting, and registration modifications.
- Helps develop and propose policies and procedures that relate to registration data management to improve the quality and accuracy of constituent event data.
- Helps with the development of event proposal, concept, communications plan, final briefing, and post-event debrief.
- With oversight, manages expenses and prepares budget reports.
- Produces event prep materials such as name tags and place cards.
- Maintains internal and external event calendars.
- Maintains inventory, tracks event office supplies, and maintains office event equipment and technologies.
- Keeps up with market research and current event trends and procedures.
- Seeks opportunities for professional development that will enhance job performance including attending webinars and seminars, and building networks within the University and with colleagues at peer institutions.
- 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.
Minimum Qualifications
Education: Minimum requirements include a college or university degree in related field.
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Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
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Preferred Qualifications
Education:
- Bachelor’s degree.
- Coursework in project management, business, communications, marketing, hospitality management, or nonprofit management.
- Coursework in business administration, project management, or hospitality management is beneficial.
Experience:
- Minimum two years of work experience in nonprofit management, development, alumni relations, marketing, public relations, hospitality sector, sales, or similar professional work experience.
Technical Skills or Knowledge:
- Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Alumni Relations and Development, including Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint, and the CRM.
- Strong organizational, project management and detail-oriented skills are strongly preferred.
Preferred Competencies
- Manage confidential information with discretion and tact.
- Act with integrity, professionalism, and confidentiality.
- Work collegially and collaboratively in a team setting.
- Prioritize multiple projects and independently follow through with detail.
- Outstanding interpersonal and communication skills characterized by the ability to listen, speak, and write effectively.
- Self-motivated and take initiative.
Working Conditions
- This position has a hybrid work schedule which includes weekly in-office presence.
- Standard office environment.
- Travel to campus and/or non-campus locations for University business.
- Work evenings and weekends as needed.
- This position is located in Hyde Park at 5235 South Harper Court.
Application Documents
- Resume/CV (required)
- Cover Letter, addressed to Hiring Committee (preferred)
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
FLSA Status
Exempt
Pay Frequency
Monthly
Scheduled Weekly Hours
37.5
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Statement
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
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