Events and Administration Specialist

Events And Administrative Specialist

The University of Chicago Law School seeks an Events and Administrative Specialist to support event coordination and administrative processes within the Office of Events. This position reports to the Director of Events and works closely with internal departments, student groups, and external partners to ensure effective planning and smooth execution of events.

Responsibilities

• Coordinates and executes logistics for daily events and high-volume catering requests submitted by students, faculty, and staff.
• Serves as the primary point of contact for new, modified, and canceled event and catering requests, while managing communications with multiple vendors simultaneously.
• Maintains the event tracking sheet and ensures all data remains accurate and up to date.
• Works closely with the Dean of Students Office to manage invoice review and payment processing.
• Updates the room reservation system and submits related work orders; collaborates with Facilities and IT to ensure equipment, space setup, and support needs are met.
• Supports annual Office of Career Services events, including Firmwise and the Pro Bono Luncheon, by managing logistics, communications, scheduling, and on-site support with guidance from the Events Manager and Director of Events.
• Prepares event budgets, processes and reconciles expenses, and ensures timely documentation and follow-up.
• Manages and maintains the Office of Events budget spreadsheet ensuring expense records are current and accurate for quarterly review by the Director of Events.
• Manages and updates the Law School Events Calendar to ensure accurate and timely information sharing.
• Leads the application process for Continuing Legal Education (CLE) credits for conferences and follows up with attendees to provide certificates of attendance.
• Maintains Office of Events supplies, monitors inventory, and replenishes materials as needed.
• Creates and manages Law School event pages, Zoom event pages, registration links, and related digital materials.
• Schedules invitation emails, tracks registration and attendance, and develops event reminders and follow-up messages.
• Prepares speakers and hosts regarding content, run-of-show, scheduling, and logistics.
• Acts as a preferred Zoom subject matter expert, setting up and hosting Zoom meetings and webinars for virtual or hybrid events.
• Supports staff-focused programming in collaboration with the Office of Events and HR, including creating save-the-dates, invitations, registration lists, and post-event feedback reports.
• 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.
• Assists with identification and resolution of event and program needs, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve routine problems as they arise.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

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

Certifications:

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Preferred Qualifications

Education:

• Bachelor's Degree strongly preferred.

Experience:

• Relevant experience, such as event planning or work in an administrative capacity strongly preferred.
• Experience working in higher education strongly preferred.
• Previous experience with event coordination strongly preferred.
• Project management experience strongly preferred.

Preferred Competencies

• Strong customer service orientation with excellent oral and written communication skills.
• Ability to take initiative and organize and complete activities and projects with minimal supervision.
• Ability to handle public contact with courtesy, clarity, and diplomacy.
• Ability to handle sensitive and confidential situations and information with absolute discretion.
• Ability to maintain a calm and courteous demeanor and to work productively in the midst of competing priorities, complex problems, and tight deadlines.
• Exceptional problem-solving skills.
• Strong technical aptitude with business operations software applications.
• Proficiency with MS Office applications.

Working Conditions

• This position is available for partially remote work based on the business needs of the Law School.
• Willingness and ability to travel to locations around the Chicagoland area as needed required.
• Willingness and ability to work evenings and weekends with advance notice required.
• Ability to lift a minimum of 25lbs.

Application Documents

• Resume/CV (required)
• Cover letter (preferred)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.