Events Administrator

Title: Events Administrator

Location: Chicago United States

Full time

Job Description:

Department

PSD Astronomy & Astrophysics: Administration

About the Department

The Kavli Institute of Cosmological Physics (KICP) is a research institute that does work at the frontiers of our understanding of the nature of the universe, bringing together physicists and astronomers to investigate some of the biggest questions about the universe on its biggest and smallest scales. The department of Astronomy & Astrophysics is home to a students, researchers, and faculty who study a variety of field of astronomy and astrophysics.

Job Summary

The Events Administrator will work closely with the Director of the Kavli Institute for Cosmological Physics (KICP) and the Chair of Astronomy & Astrophysics (A&A), as well as the Institute and Department Administrators to plan and execute events for new and existing programs. The KICP and the A&A department host various weekly events, and multiple conferences, workshops, and various visitors throughout the year. This position will take the lead on the organization and execution of these events, working with faculty in the institute and the department to ensure that these events are successful. This position will also host department and institute visitors, working with faculty hosts to ensure the success of the visits.

Responsibilities

• Plans and executes conferences and workshops hosted by the department of Astronomy and Astrophysics and the Kavli Institute for Cosmological Physics (KICP).
• Organizes and executes the Wednesday colloquium series.
• Organizes weekly and annual events attended by students, staff and faculty, including departmental lunches, thesis defenses, coffees, and welcome events.
• Manages ePayments and processes registration fees, receipts, and refunds, coordinating with the Local Business Center when needed to ensure timely payments and reimbursements.
• Manages all room reservations for events including booking, payment, and contract negotiations.
• Supports the planning and organization for the Space Explorers Summer and Winter Institutes in KICP.
• Assists individual research groups with collaboration meeting planning, working with department and institute administrators, faculty, and postdocs to ensure the success of events held in the department.
• Independently works to identify and resolve event and program needs, including vendor selection and contract negotiations.
• Design promotional materials (I.e. posters, stickers, flyers, etc.) via Adobe Express + in collaboration with Graphic Arts.
• Serve as the main point of contact for Visitors to the department and Institute.
• Responds to requests and questions from guests and visitors in consultation with the faculty sponsor, director, or chair as appropriate.
• Organizes catering, hotel reservations, travel, meeting information, and room reservations.
• Processing all visitor reimbursements in collaboration with the Local Business Center, troubleshooting payment issues as needed.
• Supports the communication needs for all events and programs, organizing and updating websites for conferences and workshops as needed.
• Creates payment portals for registration fees.
• Creates Indico websites for each workshop and conference, and supports training for faculty and postdocs on Indico best practices.
• Creates registration forms and track event attendance.
• Processes GEMS transactions and postdoc and student reimbursements.
• Assists faculty, postdocs, and students with questions as they arise.
• Assists both the department and institute with website maintenance and updates.
• Assist with day of Audio/visual setups for meetings, colloquia, and workshops.
• Supports faculty and staff by assisting with hybrid meeting setup.
• Troubleshoots all Zoom and connectivity issues in KICP and A&A, working with IT staff as needed.
• 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.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

• --

Preferred Qualifications

Education:

• A bachelor's degree in related field.

Experience:

• Experience working in a university setting.
•  

Technical Knowledge or Skills:

• Proficiency in the Microsoft Office Suite, Zoom, and the Google Suite.

Preferred Competencies

• Ability to interact with staff, faculty and students with tact and courtesy.
• Able to categorize and prioritize work activities.
• Able to develop and implement solutions to varied problems.
• Complete numerous activities in a multi-task environment.
• Effectively communicate in both written and verbal format.
• Able to maintain confidentiality.
• Exceptional emotional intelligence, interpersonal skills, and diplomacy.
• Project management skills with experience managing deadlines, managing various stakeholders.
• Resourceful with the ability to identify needed information.
• Diligence in working with diverse systems and people.
• Ability to learn quickly and adapt.
• Ability to take initiative, organize, and complete projects with minimal supervision.

Job Family

Communications

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$65,000.00 - $75,000.00

The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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