Assistant Director, Event Management

Department CSL Student Centers: Event Management About the Department The Student Centers serve as the core community building and special events spaces at the University of Chicago. The Student Centers play a formative role in the Campus and Student Life goal of creating a comprehensive and integrated network of services that support the academic mission and facilitate student learning, engagement, and success. Job Summary Reporting to the Associate Director of Event Management, the Assistant Director, Event Management , has primary responsibility for planning and executing events. This includes working with diverse student populations; supervising union and student staff; developing and monitoring event budgets and billing processes; contributing to and implementing unit policies and procedures; and maintaining relationships with vendors to successfully support a range of events across the portfolio. Responsibilities Assists with planning, coordination and event support to student, staff, faculty, alumni and affiliate clients within the Reynolds Club, Bartlett Hall (1st floor), Mandel Hall, and other University of Chicago locations in the evening and on weekends. Staffs events and programs and helps coordinate client needs onsite. Works with University and Student Centers staff to encourage community involvement in providing services to a wide variety of facility users in the Student Centers. Participates in the regular planning cycle for Student Centers events. Coordinates and attends a wide range of events during the day and evenings in Reynolds Club, Mandel Hall and other campus locations as required. Contributes to problem-solving related to unforeseen issues concerning events and guests within the facilities. Helps ensure all events conform to University of Chicago and special event policies as necessary with a high-level of sensitivity to customer service and enhancing public relationships with program organizers and participants. Utilizes industry standards and technological solutions when appropriate. Oversees scheduling and billing policies and implementation for the Student Centers’ portfolio, including Ida Noyes Hall, Reynolds Club, Bartlett Hall (1st floor), and Mandel Hall, including the quarterly room lottery system for student organizations in collaboration with the Scheduling Coordinator. Provides consistent and high-level logistical support to all clients and events in Student Centers portfolio. Ensures all reservations and billing are processed in a timely manner. Audits scheduling and billing practices as needed. Develops and maintains additional policies regarding scheduling and billing in collaboration with the Associate Director for Event Management. Cultivates and maintains relationships with vendors and departments that support events across the portfolio. These include on-campus departments such as AV Services, Facilities Services, and partner venues across the University. Vendors may include audio visual and rental furniture vendors, caterers, décor, and floral vendors that support a variety of budgets and events. Hires, trains, supervises and evaluates employees, including a full-time, non-exempt Scheduling Coordinator, and a team of student employees. Serves as a member of the Student Centers staff and assists with various office programs and projects. This includes consulting and collaborating with the Assistant Director, Events Management, and fulfilling other duties as assigned with the Student Centers portfolio. Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others. 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. --- Certifications: --- Preferred Qualifications Education: Bachelor’s degree. Experience: At least two years of experience in a progressively responsible work environment preferably in a student union or hotel setting. Events management experience. Prior experience with financial administration and billing. Technical Skills or Knowledge: Experience with Event Management Software (EMS) or similar software. Experience with Social Tables or similar software. Preferred Competencies Excellent oral and written communication skills and an ability to cultivate and manage strong relationships is a must. Demonstrate the ability to understand the needs of the University of Chicago community, and work with students, faculty and staff in a wide array of situations. Demonstrated the ability to work independently. Demonstrated success in working with diverse student populations. Working Conditions Flexibility to work various hours including evenings and weekends. The temperament to work with a diverse and demanding population is expected. Application Documents Resume/CV (required) Cover Letter (required) Professional References Contact Information (3)(required) 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. The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world. We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government. To learn more about the university click here http://www.uchicago.edu/