Position: Events Manager
Employment: Full Time
Experience: 5 year
Qualification: Degree Holder
Location: Chicago, IL (Hybrid), US
Company: University of Chicago
Events Manager required
University of Chicago · Chicago, IL (Hybrid)
About The Department
The Becker Friedman Institute for Economics (BFI) works with the Chicago Economics community to turn its evidence-based research into real-world impact.
BFI takes a unique approach to bridging the divide between academic researchers and decision-makers in the business community and government by translating and packaging the rigorous work of the Chicago Economics community into accessible formats, and proactively sharing those findings with relevant decision-makers and thought leaders around the globe.
BFI is a collaborative platform serving the University Of Chicago Booth School Of Business, the Kenneth C. Griffin Department of Economics, the Harris School of Public Policy, and the Law School.
Under direct supervision from the Senior Manager of Events and Academic Programs, the Events Manager is responsible for the planning and execution of BFI conference and seminar programming and logistics and works as part of a team connecting all programming to the broader BFI strategic vision.
- Under supervision of the Senior Manager of Events and Academic Programming, manages timelines and day-to-day implementation of BFI faculty and student-driven events, including academic conferences and seminars, and BFI-China virtual seminars and workshops aimed at Asian and US audiences.
- Plans and executes event logistics (e.g., facility selection, menu planning, transportation arrangements, and audio/visual equipment) for organization conferences and seminars.
- Sets-up on-site event registration and basic A/V for a wide range of events when necessary.
- Provides onsite logistical support for events.
- Works in partnership with on and off campus partners to coordinate event logistics for conferences.
- Develops close communications with faculty organizers and visiting scholars, and other University offices and vendors ensuring that the finalized plan of the conference/seminar/workshop organizer(s) is properly executed. Follows the summary event checklist of tasks and deadlines.
- Works closely with the full events and communications teams under the direction of the Senior Director of Policy, Communications, and External Affairs on event marketing to ensure strategic goals for each event are met.
- Reviews and finalizes save-the-date, invitation text, conference agendas, brochures, and run-of-show documents for the events.
- Assists the Senior Manager of Academic Events and Academic Programming in preparing annual budget.
- Reviews and recommends changes in operations and fiscal procedures.
- Develops and manages budgets, tracks expenses and prepares reports on costs throughout the year for BFI conferences and seminars in close partnership with the Senior Manager of Events and Academic Programming and the Associate Director of Finance and Operations. Adheres to approved conference/event budget; maintains comprehensive financial records for conferences.
- Manages contract negotiations and the selection of vendors. Works to maintain and improve relationships with vendors and service providers.
- Implements ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance.
- Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.
- 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 requirements include a college or university degree in related field
- Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
- Bachelor’s degree in related field.
- Advanced degree in related field.
- A minimum of three to five years of work experience with a track record of success in event and conference management.
- Working knowledge developing and monitoring budgets.
- Conference and event planning, as well as program management, within higher education.
- Background working closely and collaboratively with senior leadership and faculty.
Technical Skills or Knowledge
- Demonstrated skill and knowledge of or ability to learn quickly, the internal workings of the University.
- Proficient in Microsoft Windows Suite, including Microsoft Outlook, Word, Excel and PowerPoint.
- Outstanding written and verbal communication skills, as well as organizational skills.
- Demonstrated ability to manage multiple projects simultaneously, set priorities, and meet tight deadlines.
- Budget management skills.
- Demonstrate effective decision-making with the ability to work independently, as a team member, and under supervision.
- Demonstrated ability to work effectively and diplomatically with colleagues, as well as with students, faculty and senior leadership; easily establish rapport and cultivate relationships with individuals both inside and outside of the organization.
- Professional demeanor, including tact, discretion, and a customer service-oriented approach.
- An exceptional work ethic and record of personal initiative.
- Seek opportunities for professional development that will enhance job performance
- Work irregular hours, including occasional early mornings and late evenings to staff BFI events.
- Application Documents
- Resume/CV (required)
- Professional References Contact Information (3)(required)
- When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.