Job Description:

• Oversees all aspects of DECâ™s public and private events, including weekly lunch seminars, student events, and 4 to 6 larger, public events per year. This includes coordinating with faculty and senior staff, managing outside vendors, securing and staging event sites, and coordinating logistics of onsite event support.
• Spearheads all pre-event logistics including travel arrangements for visitors, speakers and faculty.
• Supervises day-of-event staff and vendors.
• Compiles data to be used in event and program evaluation. Suggests improvements by implementing ideas as they are identified.
• Works with relevant University departments to allocate office, conference, and event space for visitors and staff.
• Works with the Operations and Administrative team to ensure visitor lodging, transportation and meals as needed.
• Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.
• Communicates with vendors as needed.
• Reserves office, conference, and event space.
• Uses existing and new procedures to solve routine and complex problems as they arise.
• Works with the BFI communications team to coordinate content for monthly and ad hoc newsletters and social media accounts.
• Primary point of contact for website updates as needed including requests from staff, new and departing staff listings.
• Works with the Operations Associate on reimbursements and moving expenses for staff and guests.
• Provides purchasing and booking support for team members around the world.
• Assists with research, including contract set up and invoice payments.
• Works with DIL administration staff on the day-to-day operations of the office, including inventory and equipment.
• Maintains relationships with relevant vendors and University departments, including maintenance, to ensure smooth operations of the office.
• Coordinates space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations. Trains office staff on office procedures and compliance protocols. Coordinates special projects.
• Supports the Director of Operations and Administration with DIL building processes, procedures, and management of information technology to maintain building key card access, guest access, conference room technology and reservations, space assignments, and building directories.
• Works with central administrative units including IT Services, Facilities Services, Transportation, and others to support operational requirements.
• Supports the BFI HR team and DIL Director in preparing to onboard new team members including ordering supplies and creating a first week orientation schedule.
• Works with the Director to support DIL team members in the field including ensuring consistent record keeping, problem solving country specific team management concerns, and ensuring DIL team members around the world can be included in DIL activities.
• Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Preferred Qualifications
 

Education:

• Associate degree in in business administration or related field.
• Bachelorâ™s degree in business administration or related field.

Technical Skills or Knowledge:

• Demonstrated skill and knowledge of or ability to quickly learn the internal workings of the University.
• Proficient in Microsoft Windows Suite, including Microsoft Outlook, Word, Excel and PowerPoint.
• Willingness to learn new systems and software as necessary.

Preferred Competencies

• Excellent writing and communications skills; distill key concepts and communicate them to different audiences, from University partners to the general public.
• Demonstrated ability to take initiative and work independently, while remaining in close coordination with other members of the team.
• Strong communication and organizational skills, with proven ability to juggle competing priorities with diplomacy, tact, and goodwill.
• Possess the sensibility and judgment needed to uphold DILâ™s reputation as a world-class research institution.
• Familiarity with organizing and managing events is a plus, ideally including public events for up to 150 people.
• Familiarity with economics and economic research.
• Global experience.

Working Conditions

• Perform tasks mostly indoors in an office setting.
• Work independently for periods of eight (8) hours or more.

Application Documents

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

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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 the Applicant Inquiry Form.

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: 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.

About University of Chicago (UC)

One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.

Connections working at University of Chicago (UC)