Assistant Director, Event Management

• →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.
• →Staff events and programs, and helps coordinate client needs on-site.
• →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 the 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 audiovisual 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 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 peer Assistant Director of Events Management, and fulfilling other duties as assigned within 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.

• Bachelor's degree.

• 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.

• Experience with Event Management Software (EMS) or similar software.
• Experience with Social Tables or similar software.

• Excellent oral and written communication skills and an ability to cultivate and manage strong relationships are 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.

• Regular schedule is 10am-6:30pm Tuesday through Saturday during the academic year, with greater schedule flexibility during academic breaks and building closures.
• Availability to work varying hours as needed, including evenings and weekends.
• Ability to move across campus to meet clients and support events in various buildings and outdoor spaces.
• The ability to work effectively with a diverse and demanding population in a fast-paced, high volume environment.

• Resume/CV (required)
• Cover Letter (required)
• Professional References Contact Information (3)(required)

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FLSA Status

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Pay Range

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

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. For additional information please see the University's Notice of Nondiscrimination.

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.

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.

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