Events and Delegations Coordinator
The University of Chicago

Chicago, Illinois

This job has expired.


Department

SING Office of the Executive Vice President for Science, Innovation, National Laboratories, and Global Initiatives

About the Department

The University of Chicago Office of the Executive Vice President for Science, Innovation, National Laboratories, and Global Initiatives (SING) collaborates with UChicago leaders, deans, and faculty to shape the strategic scientific and technological direction of UChicago and supports its implementation through and across the Polsky Center for Entrepreneurship and Innovation, UChicago Global and its centers, and Argonne National Laboratory and Fermi National Accelerator Laboratory. The unifying thread of programming focuses on enabling partnerships, collaboration, and working across divisions and institutions to translate scholarly pursuits, scientific discoveries, and technological developments into impact.

Job Summary

The Events and Delegations Coordinator is responsible for supporting the coordination of events and high-level visits for the Office of Science, Innovation, National Laboratories, and Global Initiatives (SING). Reporting to the Chief of Staff for Science, Innovation, and Global Initiatives, this position will be charged with assisting in event planning and execution by working highly-independently and facilitating the smooth operation of activities for UChicago Global, Science Strategy, and the Corporate Engagement units within the SING office. This role will also coordinate the logistics for high level delegations of international and domestic visitors to the University.

Responsibilities

  • Plans and executes functions and events related to the departments, including large and small events (virtual, hybrid, and in-person) and other programming as needed.
  • Gathers and analyzes data and feedback on events.
  • Assists in organizing various meetings and itineraries for visiting delegations, and in the preparation of materials (including itineraries, biographies, presentations, reports, etc.).
  • Staffs events and meetings as requested.
  • Provides campus tours for high-level visitors.
  • Populates and maintains CRM database.
  • Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
  • Orders supplies and assists with other record-keeping as needed.
  • Manages special projects as assigned.
  • Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
  • Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
  • 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

Education:
  • Bachelor's degree.

Experience:
  • Familiarity with University of Chicago systems and processes.
  • Familiarity with University of Chicago academic and administrative landscape.
  • Familiarity with customer relationship management software.

Preferred Competencies
  • High level of professionalism, tactfulness, diplomacy, and confidentiality.
  • Perform effectively in a fast-paced, dynamic environment.
  • Outstanding verbal and written communication and interpersonal skills.
  • Exacting attention to detail and ability to closely monitor multiple projects simultaneously.
  • Excellent organizational skills.

Working Conditions
  • Work during evenings and weekends on occasion.

Application Documents
  • Resume/CV (required)
  • Cover Letter (required)

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Requires Compliance with University Covid-19 Vaccination Requirement

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

Employees must comply with the University's COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

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 Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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.

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:http://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.


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