Events Administrator Associate (Director of Events, College of Medicine, Advancement)

Hiring Department: College of Medicine Advancement

Location: Chicago, IL USA

Requisition ID: 1019778

Posting Close Date: 8/1/2023

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

This is a full-time and benefits eligible position. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits

The College of Medicine is seeking an Events Administrator Associate (Director of College of Medicine Advancement) to join our College of Medicine, Advancement team. This role will lead planning, execution, and management of alumni and donor events for the College of Medicine (COM), UI Health hospital and clinics, Cancer Center, and Mile Square. They are responsible for all events (both Advancement and non-Advancement) for the College of Medicine, including regional events. This position will collaborate across the Office of the Vice Chancellor of Health Affairs (OVCHA), the Office of the Vice Chancellor of Advancement (OVCA), and the $2.5 billion UI Health system, comprised of seven health science colleges, a major teaching hospital, a substantial community-based healthcare network, a wide variety of top-ranked primary, and specialty clinics, and a cancer center.
Duties & Responsibilities:

• Direct strategic project planning, creative direction, logistical support, customer service, and execution of UI Health Advancement and College of Medicine events, including but not limited to, reunion events and activities, scholarship luncheons and dinners, investiture ceremonies, stewardship events, alumni awards, affinity and regional engagement events, networking events, virtual programs, commencement events, departmental events, and COM Dean’s Office events.
• Lead on-site production of events. Responsible for positive guest experience, overseeing talent/entertainment and catering, managing the run-of-show, working with audio/visual to ensure timely program execution, and directing live program and speakers.
• Organize and facilitate planning meetings to develop event project plans, concepts, themes, and strategies with the appropriate partners. Determine event goals and expected outcomes.
• Manage and oversee a team in logistical planning and event preparation, including but not limited to: venue and vendor services, food and beverage service, audio/visual needs, hiring and supervising temporary technical and events personnel, tracking event registrants/sponsors, preparation and dissemination of event materials, and appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of the various constituents.
• Oversee event registration creation and tracking and maintain relevant data on event attendees (e.g. alumni year, specialty, number of donors, etc.).
• Establish an annual calendar of all advancement events.
• Work with internal partners to conduct post-event analysis in order to suggest future changes for the continuous improvement and evolution of programs.
• Responsible for overseeing event budgets, creating and following planning timelines, tracking invoices and financial reports; coordinate with team members to submit reports to the CAO, Executive Dean of the College of Medicine, UI Health leadership, and Associate Vice Chancellor of Advancement, Health Affairs. Complete wrap-up of projects promptly, keeping organized records.
• Partner with UI Health and with College of Medicine Alumni Relations teams to help manage the development and execution of event-related email and printed communications, printed materials, and promotional/social marketing.
• As needed, assist with the production and creation of event-related publications and signage.
• Stay up-to-date on related policies and procedures, and assist with ensuring that University events and purchasing guidelines are followed.
• Build and maintain databases of information and resources for event planning and recommend vendors (caterers, florists, printers, promotional items, etc.) and appropriate venues and space to colleagues.
• Represent UI Health and College of Medicine at meetings and other University functions as necessary.
• Identify trends to incorporate into events that help keep our programs current and creative.
• Perform other related duties as assigned.

Minimum Qualifications Required:

• Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
• One (1) year (12 months) of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.
• Demonstrated experience in professional event management and conference planning in a healthcare or medical clinic system for donor and alumni relations.

Preferred Qualifications:

• 5 years of professional Event Planning experience.
• Exceptional interpersonal, customer service, verbal, and written communication skills as well as problem-solving skills.
• Demonstrating poise, discretion, and good judgement as well as anticipating and understanding the needs of high-level donors.
• Strong project management skills, organizational, and computer skills.
• Experience in a university, major cultural institution, or other comparable environment; events experience in a university or other complex not-for-profit environment.
• Demonstrated ability to handle multiple projects with competing deadlines and objectives, and the ability to work both independently and as part of a team.
• Highly responsible, self-motivated, and exceptional attention to detail, possessing a positive mindset and can-do attitude. Experience working in fast-paced environment with high performance standards.
• Ability to handle complex or sensitive situations with aplomb and problem-solving mentality.
• Innovative, creative, and collaborative, with a growth mindset, entrepreneurial spirit, and record of achievement.
• Experience working with high-level stakeholders, including board members, alumni, and administrative and faculty leadership. Skilled at developing strong relationships with both internal and external partners.
• Position requires ability to lift and carry items in excess of 20lbs., in addition to walking and standing for long periods.
• Proficient in using Microsoft Word and Excel.

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date.

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The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

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