Assistant Director, Staff Events and Programs

Department

ARD Staff Development

About the Department

Alumni Relations and Development (ARD) engages alumni ( 220k), current students, parents, and friends of the University through intellectual, professional, and social activities on campus, around the world and online.

ARD raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University.

Our work supports priorities in every division, school, department, and institute.

The Staff Development team manages a robust suite of training and development programs that equip staff to be efficient and effective in their roles;

quickly acquaint new staff to the ARD environment; develop leaders from within the ARD organization; and are deliberate, consistent, coordinated, and transparent toward the goal of achieving a high-performing organization.

Job Summary

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.

With guidance from others, monitors the execution of events.

Responsibilities

• Participates in the scheduling, planning, implementation, and evaluation of a variety of large and small-scale in-person, virtual, and hybrid events and programs.
• Provides logistical and administrative support for ARD meetings and programs, including all-staff meetings, onboarding programs, and staff networking events.
• Drafts event and program communications, including invitations and promotional materials.
• Maintains invitation, registration, and attendance records for all staff events in learning management system.
• With guidance, supports staff engagement activities, including conducting, analyzing, and responding to staff surveys.
• Maintains accurate and detailed records, timelines, and process documents when coordinating events. Archives event details.
• Provides logistical support for staff-led cohorts and affinity groups.
• Seeks opportunities for professional development that will enhance job performance, including attending webinars, seminars, building networks within the University and with colleagues at peer institutions.
• 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 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 :

Preferred Qualifications

Technical Skills or Knowledge :

• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Alumni Relations and Development, including the University's donor relationship management system and the Microsoft Office Suite.
• Proficiency with project management and task tracking tools.

Preferred Competencies

• Manage confidential information with discretion and tact.
• Act with integrity, professionalism, and confidentiality.
• Build and maintain positive relations with team members and unit partners, fostering a collaborative and supportive work environment.
• Maintain a high level of attention to detail, ensuring all work is completed accurately and thoroughly.
• Flexibility and adaptability to new programs in an emerging and changing environment.
• Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively.
• Self-motivated and take initiative.

Working Conditions

• This position has a hybrid work schedule which includes weekly in office presence.
• Standard office environment.
• Travel to campus and / or non-campus locations for University business.
• Work evenings and weekends as needed.
• This position is located in Hyde Park at 5235 South Harper Court.

Application Documents

• Resume / CV (required)
• Cover Letter, addressed to Hiring Committee (preferred)

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

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

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.

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The Report can be accessed online at : . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E.

61st Street, Chicago, IL 60637.