Events Coordinator (Associate Director of Events- COM)

Hiring Department: College of Medicine

Location: Chicago, IL USA

Requisition ID: 1020767

Posting Close Date: 4/10/2024

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.

Description:

The Events Coordinator, acting as the Associate Director of Events, is responsible for helping to plan, execute, and manage all aspects of Advancement events that meet the strategic goals of the College of Medicine (COM), UI Hospital and Clinics, Cancer Center, and Mile Square. The position will share event planning knowledge with other staff members and handle logistical projects related to event planning and execution. This position will offer events-related technical and systems support, help with budget administration, manage event calendars and timelines, and help with additional activities such as coordinating catering, securing space, and arranging room setups.

Duties & Responsibilities:

• Assist the Director of Events in the planning and implementation of events and programming that can include large scale signature events, small local/regional engagement, and/or on campus programs.

• Help manage logistical planning and preparation with key internal partners and external vendors including but not limited to: venue and vendor selection, food and beverage service, audio/visual needs, 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.

• Help ensure positive guest experience. May oversee catering and talent/entertainment, the run-of-show, and audio/visual needs.

• Help prepare briefing materials for events for leadership and faculty.

• Oversee event registration creation and tracking, and maintain relevant data on event attendees (e.g. alumni year, specialty, number of donors, etc.).

• Work with internal partners to conduct post-event analysis in order to suggest future changes for the continuous improvement and evolution of programs.

• Help to create and track event budgets, following planning timelines, tracking invoices and financial reports. Complete wrap-up of projects promptly, keeping organized records.

• Partner with Communications and 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.

• Help 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.

• Perform other related duties as assigned.

Qualifications:

Minimum Qualifications Required:

1. High School graduation or equivalent.

2. Any combination totaling two (2) years (24 months) from the following categories:

A. Professional work experience in event coordination.

B. College course work in any discipline, as measured by the following conversion table or its proportional equivalent:

• 60 semester hours equals one (1) year (12 months)

• 90 semester hours equals two (2) years (24 months)

Preferred Qualifications:

• A Bachelor's degree or foreign equivalent.
• A minimum of 4 years of project management experience, with preference for event planning experience or alumni relations experience.
• Experience helping to plan and deliver high-quality, polished events for a variety of audiences, preferably within a university, major cultural institution, or other comparable environment.
• Exceptional interpersonal, customer service, verbal, and written communication skills as well as problem solving skills
• Strong project management skills, organizational, and computer skills
• Demonstrated ability to handle multiple projects with competing deadlines and objectives, and the ability to work both independently and as a part of a team.

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. Illinois Residency is required 180 days of employment.

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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