Associate Director, University Events & Ceremonies

Department

University Events and Ceremonies: Senior Staff

About the Department

The Office of University Events & Ceremonies is a department comprised of event professionals who oversee complex initiatives University leadership along with other campus partners who require consultation, planning, production, and event management services.

Job Summary

Reporting to the Executive Director of the Office of University Events & Ceremonies, the Associate Director plans and produces events involving high level University administration and other high-profile attendees. The Associate Director also plays key roles in the planning and execution of Convocation.

The candidate must have a demonstrated track-record of experience and achievement that ensures they can work effectively with the University's senior leadership team, including the President, Provost, Vice Presidents, and Deans. ln addition, the Associate Director is expected to build collaborative relationships with team members, vendors, key stakeholders, and the campus community.

Responsibilities

• Manages and produces events for University leadership along with other campus partners.

• Provides planning and execution support for the annual University Convocation ceremony and events.

• Oversees event staff who are responsible for assisting with Convocation as well as independently managing event portfolios.

• Assists with the development of office protocol and guidelines as well as the staff evaluation process.

• Manages special projects and additional events upon request.

• Guides research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, solves complex problems as they arise.

• Develop and executes day to day event logistics, and other complex assignments with minimal guidance from others.

• Implements ideas for improvements in addition to providing post-event feedback on turnout and vendor performance.

• 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 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Seasoned professional with experience planning and implementing complex events. 

• A minimum 5-7 years of progressively responsible experience in event and meeting planning and management, preferably in a higher education setting.

• Experience supervising staff.

Technical Skills or Knowledge:

• Maintain working knowledge of a range of computer systems, including Microsoft Office Suite.

• Ability to execute events and meetings within an established budget.

Preferred Competencies

• Well organized and detail-oriented in all aspects of their work, but especially when meeting recurring and critical deadlines and/or planning events, meetings, and ceremonies.

• Appropriately represent University leadership, including strict adherence to professional appearance, demeanor, and manner of interacting with others.

• Maintain a calm and courteous demeanor while managing competing priorities, a heavy workload, complex problems, and tight deadlines.

• Work independently and in a team environment.

• Deliver high-quality results in a dynamic environment and anticipate future needs.

• Strong written and verbal communication skills.

• Sound judgment and excellent critical thinking skills.

• Demonstrated ability to be highly organized and take initiative.

• Multi-task and manage multiple priorities simultaneously.

• Excellent organizational and analytical skills.

• Manage sensitive and confidential information with tact and discretion.

• Ensure a high degree of accuracy in a demanding environment.

• Provide superior customer service skills, teamwork, and attention to detail.

• Understands the University culture and reflects it well in the quality of the events planned and executed.

Working Conditions

• Occasional evening and weekend work required.

Application Documents

• Resume / CV (required)

• Cover Letter (required)

• References Contact Information (3) (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

$66,050.00 - $85,476.00

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.

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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