Marketing and Events Coordinator

Department

Provost Globus Sales & Marketing

About the Department

Globus (www.globus.org) is a sustainable, non-profit unit within The University of Chicago delivering solutions to the research community worldwide. Globus develops and provides critical services that support scientific research for governmental, academic, and commercial organizations in a wide range of disciplines including life sciences, physics, and astronomy. We develop and operate commercial-quality, cloud-based software application and platform services used by 10s of thousands of researchers to manage their large–and growing–data management challenges. We have offices located at the NBC Tower in the heart of downtown Chicago and remote employees who work-from-home. Globus, together with Globus Labs, a research group within the University of Chicago, and part of the Data Science and Learning Division at Argonne National Labs, develop and deploy cutting edge technologies to solve new challenges facing the scientific community and enable break-through scientific discoveries.

Job Summary

Reporting to the Globus marketing and communications manager, the Marketing and Events Coordinator will support the marketing, sales and customer management processes so that Globus Customer Team members are successful in their day-to-day activities. As a critical member of the Globus customer team, the Marketing and Events Coordinator will plan and execute events in support of driving awareness, converting users to paying subscribers, and growing usage of the Globus platform within existing customers.

The role focuses on managing the end-end process to ensure our team’s participation in events such as industry exhibitions, academic conferences, customer workshops, and webinars. It also offers many opportunities for growth such as assisting with and expanding our social media presence, and helping the team improve marketing support systems. The ideal candidate is an energetic individual seeking a highly collegial environment with opportunities to broaden their experience and knowledge. This role is perfect for you if you possess strong organizational skills and enjoy interacting with people. While we would prefer you to have some experience with marketing activities, our primary requirement is that you are a detail oriented self-starter.

Responsibilities

• Manages the end-to-end process to ensure a successful experience for customer team members exhibiting and presenting at industry conferences and other events. 

• Coordinates with multiple parties to reproduce and inventory marketing materials, handle event logistics, and support post-event communications and outreach.

• Builds and maintains an internal media library of presentations and templates, and publishes presentation content on external channels.

• Assists with social media communications and other outreach to grow awareness of Globus and amplify partner and community activities.

• Organize and schedule project meetings with internal staff to create timelines and lists for various special projects. Prepare agendas and take detailed notes.

• Track and report on project milestones and deliverables and follow-up with key stakeholders. 

• Coordinate project activities for various special administrative and marketing projects including the annual GlobusWorld conference and annual team meetings. 

• Coordinate attendee lists administration, refunds, and special travel arrangements and shipments. 

• Coordinate payments to contracted vendors and set internal timelines for assigned project tasks.

• Provide project administrative support to the customer project team including the handling of Globus customer inquiries. 

• Help identify and help mitigate conference exhibits and other special projects risks and issues, and present them to marketing and communications manager.

• Communicate project updates to Globus customers and team members.

• Uses systems to track inbound sales leads, campaign effectiveness metrics, event registrations, website metrics, social media statistics, and other data required to maximize effectiveness of all customer team initiatives and projects.

• Under the direction of the Marketing Manager, assists with the coordination of events, including reserving space and hotel room blocks, coordinating with caterers, communicating with speakers, providing updates to the team, and preparing printed materials.

• Onsite event support including setup and breakdown.

• Plans and schedules events, programs, and outreach. Coordinates event-day logistics, and performs other routine assignments with guidance 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

Experience:

• 1-2 years in an customer-facing role.

• Previous events planning experience in an educational or professional organization strongly preferred.

• Familiarity with marketing processes and tools strongly preferred.

• Experience managing projects and events strongly preferred.

Technical Skills or Knowledge:

• Experience with automated communications platforms strongly preferred.

• Experience with social media platforms strongly preferred.

• Working knowledge of Google Documents, Sheets and Slides.

Preferred Competencies

• Excellent organizational skills and constant attention to detail.

• Excellent verbal and written communication skills.

• Effectively prioritize, triage, and manage competing priorities and deadlines.

• Ability to manage multiple projects simultaneously and meet tight deadlines.

• Work in a collaborative team environment.

• Ability to work both independently and as a team member.

• Receptive to feedback, willing to learn and embrace continuous improvement.

• Ability to work discreetly with sensitive and confidential data.

Working Conditions

• Candidates must be based in the Chicago area.

• This job requires occasional evening or weekend hours.

• Option available for remote work with occasional required attendance at in-person meetings.

• Occasional travel to conferences and other events may be required.

• Ability to handle heavy packages.

Application Documents

• Resume (required)

Job Family

Communications

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$66,000.00 - $77,500.00

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.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

In addition to the base pay posted above, this position may be eligible for n/a

Posting Statement

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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