Assistant Director, Onboarding and Employee Events

Event Coordinator

This role 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

• Participates in the scheduling, planning, implementation, and evaluation of a variety of large and small-scale in-person, virtual, and hybrid events and programs.
• Provides logistical and administrative support for Advancement meetings and programs, including all staff meetings, onboarding programs, and staff networking events.
• Drafts event and program communications, including invitations and promotional materials.
• Maintains invitation, registration, and attendance records for all staff events in learning management system.
• With guidance, supports staff engagement activities, including conducting, analyzing, and responding to staff surveys.
• Maintains accurate and detailed records, timelines, and process documents when coordinating events. Archives event details.
• Provides logistical support for staff-led cohorts and affinity groups.
• Seeks opportunities for professional development that will enhance job performance, including attending webinars, seminars, and building networks within the University and with colleagues at peer institutions.
• Executes day-to-day event logistics and other moderately complex assignments with some guidance from others.
• 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.

Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Preferred Qualifications

• Bachelor's degree.
• Coursework in project management, business, communications, marketing, hospitality management, or non-profit management.
• Minimum two years of work experience in nonprofit management, development, alumni relations, marketing, public relations, hospitality sector, sales, or similar professional field.
• Supporting the planning and execution of in-person, virtual, or hybrid events, meetings, conferences, or programs.
• Coordinating cross-team projects with multiple stakeholders.
• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to Advancement, including Phoenix, the University's donor relationship management salesforce system.
• Proficient in a Microsoft Windows computer environment, especially Microsoft Outlook, Word, Excel, PowerPoint and Access.
• Proficiency with project management and task tracking tools.

Preferred Competencies

• Manage confidential information with discretion and tact.
• Act with integrity, professionalism, and confidentiality.
• Build and maintain positive relations with team members and unit partners, fostering a collaborative and supportive work environment.
• Maintain a high level of attention to detail, ensuring all work is completed accurately and thoroughly.
• Flexibility and adaptability to new programs in an emerging and changing environment.
• Outstanding interpersonal and communications 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.
• This position is not eligible for employer-sponsored employment authorization.

Application Documents

• Resume/CV (required)
• Cover Letter, addressed to Hiring Committee (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

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

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law.