Event and Communications Assistant

HUM Staff: Art History - AdministrationThe Department of Art History at the University of Chicago distinguishes itself with a combination of global scope, object-driven research, and committed interdisciplinarity. The Department's robust initiatives are supported by a team of three staff who collaborate to create and implement efficient and compassionate administrative support. Staff are responsible for guiding administrative processes related to the graduate and undergraduate programs, including but not limited to course offerings, academic appointments, student positions, department events, external funding opportunities, and budget. The team strives to continuously identify opportunities for enhancing processes and interactions within our department, university, and extended communities.

• Event management for all department sponsored and co-sponsored events. Tasks include coordinating travel, accommodations, catering, reimbursements, day-of logistics, and developing protocols for event organization and maintenance of vendor database.
• Event promotion and documentation. Tasks include design and circulation of invitations/announcements/calls for participation, attendance tracking, managing department identity via social media, website, and listservs, and collecting and archiving event resources, i.e. photos, videos, promotional materials.
• Event scheduling tasks include managing department calendar of events, scheduling spaces for internal and external requests, and maintaining contact lists.
• Faculty/Student support tasks include guiding student event coordinators through purchasing and reimbursements for events, reconciling department or University-related expenses for faculty, instructors, and students, assisting Chair, Director of Graduate Studies, and Director of Undergraduate Studies with scheduling department-related meetings and other clerical tasks and for the Chair, scheduling University-related and professional meetings and drafting communications and letters including but not limited to student status letters, annual reporting, nominations, etc. as needed.
• Academic support tasks include distributing calls for course participation, organizing applications for faculty review, training student traveling seminar assistant to coordinate details for department traveling seminar courses, and creating search candidate itineraries as needed.
• General department office support; acts as initial department representative for phone, email, and in person inquiries, answers generic department emails, maintains office equipment and inventory of office supplies, sorts departmental mail, makes deliveries, manages building maintenance and cleaning requests.

• Critical thinking and creative problem solving.
• Self-motivated to seek answers to new questions and continuously refine approaches/processes.
• High level of attention to detail and ability to be accurate.
• Commitment to flexibility, adaptability, and team building.
• Strength in managing multiple, ongoing projects at the same time.
• Compose original communications in English that are accurate, concise, and provide clear action items for recipients.
• Maintain confidentiality and use discretion.
• Track and manage finances using appropriate software and keep records current.
• Work with graphic design programs to edit or proofread various types of communications pieces.
• Meet deadlines and complete work on time.
• Keep tasks and documentation organized.
• Work autonomously while also taking direction from faculty and staff supervisors.
• Maintain a website.
• Interact with others in a positive and supportive manner.

• Associate’s degree or higher preferred.

• Skilled at using Excel.
• Better than basic math skills.
• Excellent writing skills with ability to be concise with developed grammar skills.
• Excellent proofreading skills.
• Proficiency with Microsoft Word, Excel, Outlook, and a capacity to learn new database/reporting software.

• Office environment.
• Move/lift up to 25 pounds.
• Occasional evening work for events.
• This position is eligible for some remote, hybrid work-from-home options.

• $20.54 - $30.07 per hour.

• Resume/CV
• Letter of Interest in this position
• References Contact Information (3)
• Please provide an example of a work-related challenge you faced and describe how you went about resolving it.

Yes
NoHourly Please refer to Additional Requirements to see the pay ranges37.5024- Local 743, I.B.T. Clerical No No No No2023-05-252023-11-25