Full time
posted on
Posted 30+ Days Ago
job requisition id
JR20345
Job Summary
- Reporting to the Assistant Director of the AI and Science Postdoctoral Program and the DSI Chief of Staff, the Special Events Manager uses advanced techniques for internal and external communications and event management to support the research and educational goals of the DSI, and in particular its AI in Science Postdoctoral Fellowship program. This manager will support events that promote, expand and enhance the research and outreach mission of the DSI, and in particular the AI and Science Postdoctoral Program.
- In addition to their role in coordinating and executing internal- and external-facing events at the DSI, the events manager will assist in the creation and delivery of materials to promote the AI in Science Postdoctoral Fellowship program focused on training a generation of domain scientists with deep theoretical and practical understanding of artificial intelligence.
- This position will execute meetings and convenings for postdoctoral fellows and relevant faculty, as well as large academic, public and educational events on a regular basis. They will partner with program managers, faculty, fellows and students, and must be able to collaborate effectively with internal and external partners to advance common communication goals and execute academic events.
Responsibilities
- Researches, writes, and edits a broad range of materials and communications that promote the activities of the Data Science Institute and the AI in Science Fellowship Program.
- Conducts regular reviews of ongoing activities related to the AI in Science program and provides written updates to both faculty directors of the program, the provost’s office and other stakeholders.
- Leads in the planning and coordination of event timelines and day-to-day implementation of faculty and student-driven events, including conferences, weekly meetings, seminars, working groups, and speaking engagements.
- Arranges details of events including facility selection, room reservations, menu planning, catering, and other necessary details. Corresponds with planning partners, speakers, attendees, and other stakeholders as appropriate.
- Oversees onsite logistical preparations and post-event wrap up.
- Helps resolve any issues in logistics during planning and production of the event.
- Creates resources and tools that help streamline the event planning process; ensures all events exhibit high-level quality in planning and execution in order to meet and exceed expectations associated with the DSI and AI in Science program.
- Writes event recaps for DSI website.
- Proactively contributes to overall team success by presenting ideas, identifying problems, anticipating needs, and researching solutions.
- Collaborates with the communication team to create digital, print, visual and environmental graphics of invitations, posters, and other communications and promotional content.
- Collaborates with the communication team on external media needs, such as news releases, talking points, backgrounders, statements, and response-to-queries, as required.
- Assist in the execution of all media relations campaigns to promote the department’s expertise in the university and with our external peers.
- Develops and executes day-to-day event logistics, and other complex assignments with minimal guidance from others.
- Guides research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, solves complex problems as they arise.
- Reviews and finalizes the guest lists, assists with mailing invitations, and creates complex brochures for the event.
- Implements ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance.
- 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:
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Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
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Preferred Qualifications
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Education
- Bachelor’s degree or higher.
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Experience:
- Background working with senior leaders or executives in a complex environment.
- Professional experience in both communication and events management in higher education, or related fields.
- Successful history of leading conferences, workshops, seminars and/or other science or university events that require communication with faculty, students and fellows.
- Experience developing communications strategies including internal communications, external communications, news releases, videos and web content.
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Technical Skills or Knowledge:
- Experience in using social media and web tools, including live-streaming software to promote events, research and outreach.
- Expertise in Microsoft Publisher, Adobe InDesign and Photoshop (and/or other graphic programs) and working within content management and learning management systems to write and edit digital and web content.
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Preferred Competencies
- Exceptional time and project management and organizational skills including the ability to meet external and internal deadlines.
- Evaluate and understand audience needs and develop tactics/strategies to reach target audiences.
- Demonstrates the skill and willingness to take initiative and to proactively anticipate organizational needs.
- Work on multiple projects simultaneously, set priorities, and manage resources accordingly.
- Demonstrated ability to influence people to meet goals and deadlines, work collaboratively with senior leadership, scholars, vendors, student workers, and other constituents.
- Experience in the nonprofit or higher education environment.
- Works on problems that are complex in scope and require judgment in resolving or making recommendations for solutions.
- Creative, innovative and detail oriented.
- Excellent oral and written communication skills.
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Application Documents
- Resume/CV (required)
- Cover Letter (required)
- References (3) (preferred)
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When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Pay Frequency
Monthly
Scheduled Weekly Hours
37.5
Benefits Eligible
Yes
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Posting Statement
- Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.
- 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.
- The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.