Department
AI Collegium Administration
About the Department
The Neubauer Collegium cultivates communities of inquiry at the University of Chicago. Our faculty-led research projects bring together scholars and practitioners whose collaboration is required to address complex human challenges. Our Visiting Fellows program brings the best minds from around the world for collaboration, animating the intellectual and creative environment on campus. Our gallery presents art exhibitions in the context of academic research, and our public events invite broad engagement with the scholarly inquiries we support. The aim of these activities is to deepen knowledge about the world and our place in it.
Job Summary
The Event Manager reports to the Associate Director of Operations and is responsible for planning and implementing all support for events and project activities at the Neubauer Collegium, including designing and providing tech support for in-person, hybrid, and virtual meetings, events, and activities such as workshops, conferences, and public presentations. The Manager serves in a cross-cutting function to support Collegium leadership and the other team members as needed. As part of gallery events support, the Event Manager arranges travel and accommodations for visiting artists, supports the curator to develop and implement gallery programming and supports events related to campus or city-wide public art initiatives. The Event Manager supports the Director’s Lecture series, assisting the Director with comprehensive planning and handling communications follow through with presenters and participants, and providing day-of support.
Responsibilities
- Designs and executes all Collegium event logistics in close collaboration with team partners as appropriate (Director, Executive Director, Curator, Associate Directors).
- Collaborates with the Associate Director, Research Initiatives, and develops working familiarity with 20-25 active research projects in order to advise on planning conferences, workshops, and other events appropriate for each project.
- Provides day-to-day as well as events-specific audio-visual support in building, including day-of event setup and coordination; guides and supports users through system operation and trouble-shooting procedures; coordinates with Associate Director, Operations to manage service, repair, and any additional technical training; develops and maintains schedule for maintenance as needed.
- Develops project management plans for each event (timeline, task breakdown, cost estimates) and either executes or tracks/coordinates execution by collaborators, including follow up confirmation.
- Schedules and executes organizational meetings and events logistics, including facility selection, menu planning, transportation arrangements, and audio/visual equipment, for organizational meetings and project events.
- Supports the Neubauer Collegium curator to help plan logistics related to exhibition openings and provides onsite event support.
- Develops working familiarity with operations of Neubauer Collegium building, in order to help Associate Director, Operations, with management of building functions and supplies relevant to events.
- Reserves space either in Neubauer Collegium building or on campus; coordinates with caterers and other vendors; sets up and breaks down furniture and equipment for events, including technology needs; communicates with participants; tracks attendees; arranges local transportation; coordinates with Neubauer Collegium team to ensure that all project, communications, and financial information is shared in a timely and coordinated fashion.
- Coordinates with Associate Director, Operations to research and assist with vendor selection and, on occasion, negotiates contracts with vendors.
- Tracks all events expenses and assists Associate Director, Operations in conducting reconciliations and preparing expense reports on activities costs.
- Coordinates with Associate Director, Communications to review and finalize guest lists for events.
- Collaborates with Associate Directors of Operations and Research Initiatives to coordinate any student worker support for larger events.
- Provides post-event feedback to further improve standards of performance and ensure quality control.
- Maintains and manages inventory of office and event supplies, audio-visual equipment, gallery items, and other Collegium possessions in building.
- 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:
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Preferred Competencies
- Excellent verbal and written communication.
- Strong interpersonal skills.
- Customer service skills.
- Problem-solving skills.
- Decision-making skills.
- Work independently and as part of a team.
- Attention to detail and organization.
- Maintain confidentiality.
- Work on multiple projects simultaneously, set priorities, and meet deadlines.
- Customer service skills.
Working Conditions
- In-person in an office setting and event venue settings.
- Work some evenings and weekends for event execution.
- Must be able to lift and move 50 pounds.
- Anticipated start date: August 1, 2025.
Application Documents
- Resume/CV (required)
- Cover Letter, which is to include your interest in this position (required)
- References Contact Information (3)(required)
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
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
$61,200.00 - $74,800.00
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 theBenefits 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.
Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.
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.
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.
