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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12372322 Department

SSD: Economics - Staff and Temporary Employees

About the Department

For over a century, the Kenneth C. Griffin Department of Economics has been recognized as one of the world\'s leading centers for economic research and education. The Department\'s faculty have received numerous awards, including more Nobel Prize laureates and John Bates Clark medalists in economics than any other university. Among our faculty are many members of the National Academy of Sciences, the American Academy of Arts and Sciences, and the Econometric Society.

Job Summary

Primarily reporting to the Director of Finance, Operations and Personnel, the Events Manager oversees and executes the events function for the Kenneth C. Griffin Department of Economics at the University of Chicago. The Events Manager is responsible for the logistical planning and execution of internal and external events, which can be part of recurring series, on an ad-hoc basis, and in both in-person and virtual formats. This position provides professional support and solves straightforward problems in a broad range of operational business activities in the creation of plans for events programming, marketing, and logistics.

Responsibilities

• Develops event planning timelines and day-to-day implementation of faculty and student-driven events, including conferences, seminars, workshops, and speaking engagements.
• Selects catering vendors and menus, ensuring dietary preferences and restrictions are noted.
• Arranges facility selection, room reservations, menu planning, catering set-up, transportation arrangements, audio/visual equipment, entertainment, custodial, building access, security, etc.
• Manages contracts with vendors and works to maintain and improve relationships with service providers.
• Corresponds with planning partners, speakers, attendees, and other stakeholders as appropriate.
• Supports speakers by creating itinerary and agenda, coordinating complex and detailed travel plans, to include associated visa(s), airfare and ground transportation, hotel, and payment and/or reimbursement.
• Ensures smooth and timely payment and processing of all event-related costs and reimbursements including honorarium and one-time payments.
• Sets up hotel room block.
• Resolves any issues and/or conflicts that arise during the planning stages and create contingency plans and implement solutions for any unexpected changes.
• Maintains inventory of event supplies, PPE and materials, and tracks all supply use or rentals from internal and external partners.
• Understands application and coordination of multiple AV technologies used in planning, execution, and reporting; troubleshoot minor technical issues with campus partners.
• Assists Communications Manager with creative direction of digital, print, visual and environmental graphics of invitations, posters, and other web content.
• Works with Communications Manager to submit, send, and/or update all internal event communications and advertisements, to appropriate listservs.
• Works with Communications Manager to create accounts, accept online credit card registration payments, and process refunds.
• Creates WIFI access for all guests.
• Creates, prints, and assembles name badges and name tents for registration.
• Manages onsite check-in and attendance tracking in case of contact tracing needs.
• Runs registration reports and final attendance/engagement reports.
• Coordinates staffing plan for events.
• Onsite event support to include, but not limited to, set up and break down, extensive email communication, and serving as the main point of conta t for all inquiries.
• Arranges for on-campus rooms to be reset post conference.
• Assists with research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
• 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.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

Background in event planning and meeting management, particularly with executive-level and international events.

Experience working at academic conferences, workshops, symposia, awards programs, or similar activities within higher ed