Assistant Director, Staff Events and Programs
Job Description
About the Role
Title: Assistant Director, Staff Events and Programs
Location: Chicago United States
Job Description:
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.
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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
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
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
