Department

Chicago Forum Programming & Operations

About the Department

The principle of complete freedom of speech on all subjects has from the beginning been regarded as fundamental in the University of Chicago…this principle can neither now nor at any future time be called in question. – William Rainey Harper, Founding President of the University of Chicago

Job Summary

Free expression and open discourse have been fundamental values at the University of Chicago since its inception. Our newly launched center, the Forum for Free Inquiry and Expression (the Chicago Forum) builds on that historic commitment to promote the understanding, practice, and advancement of free and open discourse at the University of Chicago and beyond. Its initiatives include hosting multi-viewpoint events on a diverse range of topics, programming to exercise and develop skills for open discourse, support for academic research, and active contribution to media and public discussions.

We, at the Chicago Forum, seek an Events Specialist to drive and oversee events coordination. This position reports to the Director of Programs.

The Chicago Forum team values a deep commitment to engaging diverse viewpoints and the ability to skillfully communicate across multiple perspectives. We are collaborative and collegial team that’s passionate about our work and one another’s continued professional growth.

Responsibilities

Manages event logistics for the Chicago Forum.

Creates planning timelines and ensures that every task gets completed for each event.

Coordinates and oversees all logistics for each event, including but not limited to venue research and selection, security, catering, transportation, decor installations, floor plan, linen, equipment, audio-visual, and custodial services.

Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.

Develops productive working relationships with campus community and event management counterparts in other units.

Provides on-site event production. Works effectively with other event professionals and vendors, including those in leadership roles to execute each event.

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.

Creates and manages event budgets. Adheres to overall budget for each event and tracks cost-saving initiatives from year to year if an annual event. Ensures all invoices are processed.

Generates guest lists and reports based on set event criteria. Provides timely updates to event lead and event partners.

Communicates with guests to answer event-specific questions.

Produces all printed event materials such as nametags, place cards, table tents, table diagrams, brochures, programs, etc.

Administers all activities with a high attention to detail and strives for excellence.

Is flexible to absorb additional responsibilities as needed as part of a growing and collaborative team.

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.

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 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

2+ years of event planning and coordination experience.

Experience with higher education, civil discourse, bridging difference, or related fields a plus.

Preferred Competencies

Poise and ability to demonstrate grace under pressure when handling challenging or unexpected situations, and multiple constituents.

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

Strong organization and time management skills.

Strong verbal and written communication skills.

Superior customer service skills, teamwork, and strong attention to detail.

Adept at learning new systems.

Effectively present information and respond to questions from groups of managers colleagues, or guests.

Appropriately represents the Chicago Forum, including adherence to professional appearance, demeanor, and manner of interacting with others.

Deliver high quality results in a dynamic environment and to anticipate and respond to future needs.

Understands the University culture and reflects it well.

A commitment to UChicago’s first principle of free inquiry and expression; familiarity with the University of Chicago a plus.

Working Conditions

Must be in Chicago, on site at the University.

Ability to lift and carry at least 25 pounds of supplies and equipment to event locations.

Occasional evening and weekend work may be required.

Application Documents

Resume (required)

Cover letter (preferred)

References (3)(required)

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

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

$59,500.00 - $77,000.00

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 Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

 

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.