Special Events Planner 1
University of Chicago - Chicago, IL

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Special Events Planner 1

Type of Position
Staff

Number of Positions Available
1

Division
Office Of The Provost

Department
50625-The Institute of Politics

*Standard Summary
Participates in strategy sessions for events. Contributes ideas for the development of event programming. Executes steps in planning and day-of-event activities. Provides operational support for a series of events. Assists with the planning and execution of logistics (e.g., facility selection, menu planning, transportation arrangements, and audio/visual equipment) for organizational meetings and events. Researches and assists with vendor selection. May negotiate contracts with vendors. Keeps track of all expenses and assists in conducting reconciliations and preparing reports on activities costs. Reviews and finalizes guest lists and assists with invitation mailings and the creation of brochures/booklets via desktop publishing. Works with other event staff members to implement ideas for improvements as they are identified. Provides post-event feedback on turnout and vendor performance.

About the Unit

Unit Job Summary
Special Events Planner 1: Contributes ideas for the development of event programming to further the goals of the Institute of Politics. Provides operational support for a series of events. Coordinates the planning and execution of logistics (e.g., facility selection, travel planning, menu planning, transportation arrangements, guest speakers, audio/visual equipment, guest lists, check-in and tracking attendance) for receptions, dinners, lectures, panel discussions, meetings and events.

Researches, compiles and analyzes data to create reports, proposals and other documents including but not limited to financial and monthly reports. Coordinates the day-to-day financial processes, payment of invoices, the purchase of goods and services, and the processing of reimbursements. Researches and assists with vendor selection. May negotiate contracts with vendors. Keeps track of all expenses and assists in conducting reconciliations and preparing reports on activities costs.

Sort and organize ideas and suggestions from the Student Advisory Council and the student body in generate, to make recommendations on how to coherently organize events surrounding topics of interest to the students.

Reviews and finalizes guest lists and oversees invitation mailings and the creation of brochures/booklets via desktop publishing. Participates with other event staff members to implement ideas for improvements as they are identified. Provides post-event feedback on turnout and vendor performance.

Education
Bachelor's degree required.

Experience
A minimum one year of relevant experience, such as event or conference planning, required.

Competencies
Excellent verbal and written communication skills required.
Presentation skills required.
Interpersonal skills required.
Customer service skills required.
Quantitative skills required.
Problem-solving skills required.
Decision-making skills required.
Ability to work independently and as part of a team required.
Attention to detail required.
Organizational skills required.
Creativity required.
Flexibility required.
Ability to maintain confidentiality required.
Ability to work on multiple projects simultaneously, set priorities, and meet deadlines required.
Proficiency with computers required.
Must exercise sound judgment; exhibit a high degree of tact and discretion in dealings with staff, Institute fellows, guests and University faculty and senior managers.
Must exhibit a commitment to providing a high level of service to all.
Some travel required.

Knowledge of Microsoft Office (including excel) and google docs preferred.

Required Job Seeker Documents
Resume
Cover Letter

Optional Job Seeker Documents

Work Location
Campus - Hyde Park

Other Work Location

Work Schedule
Full-Time

Hours/Week
37.5

If other than regular hours (M-F, 8:30-5:00) please detail
Regular, evening event staffing will be required

Benefits Eligible?
Yes

Union (If applicable):
Non-Union

Pay Grade
NA

Pay Range
Depends on Qualifications

Pay Frequency
Monthly

Does this position require incumbent to operate a vehicle on the job?
No

Is a Background Check Required?
Yes

Is Drug Testing Required?
No

Employee Referral Bonus Amount
None

Posting Date
01-31-2013

Remove from posting on or before
07-31-2013

University of Chicago - 19 months ago - save job - block
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Founded by oil magnate John D. Rockefeller, the University of Chicago is a private, nondenominational institution of higher learning....