Speaker Series Coordinator at The University of Chicago in Chicago, Illinois

Job Description:

Department



IOP: Programming



About the Department



Created in 2013 by University of Chicago alumnus David Axelrod (AB'76), the nonpartisan Institute of Politics is committed to fostering in our students a passion for public service, meaningful dialogue and active engagement in our democracy. By bringing practitioners from the public arena to campus, and providing extracurricular opportunities in politics, policy, government and journalism, the non-partisan Institute seeks to open pathways for engagement and leadership to students across campus. This is done through the four primary programmatic components of the Institute. The Speaker Series program hosts nationally and internationally recognized speakers on a wide variety of issues related to the mission of the IOP. The Fellows Program presents an opportunity for political practitioners, policy makers, journalists, and others engaged in politics and public service, to be in residence at the University of Chicago for an academic quarter and provide weekly, extracurricular seminars to University of Chicago students.


The IOP also sponsors a robust, paid internship program for undergraduate and graduate students, placing them in high-level settings overseas, in Washington, D.C. and at the state and local levels. Lastly, the IOP's Civic Engagement programs provide pathways for students to take an active role in shaping politics and policy in their communities through leadership development programs, student-led civic engagement projects, and political exploration treks.



Job Summary



The Institute of Politics (IOP) at the University of Chicago seeks a highly organized, detail-oriented coordinator with a passion for politics and a commitment to excellence to support the operation of its acclaimed Speakers Series program. The Speaker Series Coordinator works closely with the Speaker Series team to support program operations, including catering reservations, venue booking, travel arrangements, RSVP processes, expense and invoice reconciliation, and metrics tracking. They also work closely with other Institute staff, key University entities, vendors, students, and guests, ensuring that events, processes and protocols are executed with precision and professionalism at all times.



Responsibilities

• Supports the Speaker Series program by coordinating logistics of events and programming.


• Assists with researching creative event and speaker ideas.


• Assists the Production Manager with identification and resolution of event and program needs, including vendor selection and contract negotiation.


• Supports the Production Manager by tracking expenses and handling most accounts payables for the Speaker Series program, including corporate card expenses, purchase orders and invoice payments, as well as other vendor payments.


• Assists with maintaining contact and engagement data in the IOP's CRM database related to the Speaker Series program, including guest release forms and retention of other Speaker Series data, such as attendance data and audience feedback.


• May also regularly perform sophisticated data analysis of Speaker Series event data to track interests, best and worst times of day and weeks within the quarter to program events.


• Assists with creating event pages, monitoring registration numbers, and communicating with registrants of any programmatic changes.


• Reviews and finalizes guest lists and facilitates sending invitations.


• Assists the Production Manager with coordination of AV needs for Speaker Series events.


• Assists with management of event calendars (Box, Outlook, and G Cals).


• Facilitates student sessions with speakers.


• Ensures a positive guest experience by arranging travel, lodging, car service, and other comforts for all guests.


• Provides onsite production help during events.


• Assists Production Manager in overseeing the Speaker Series Logistics intern(s) andcohort of 45 events ambassadors (student volunteers) annually.


• Expected to be onsite during most events,


• Approximately two business related trips are required each year.


• Assists with special projects.


• Maintains guest lists and assists with mailing invitations and creating brochures for the event.


• Compiles data to be used in event and program evaluation. Contributes to improvements by implementing ideas as they are identified, with general direction from others.


• 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:

Minimum requirements include knowledge and skills developed through ---
Certifications:




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Preferred Qualifications




Experience:

• Managing event logistics, including catering, venue selection, guest travel and RSVP processes.


• Background managing contracts is a plus.

Technical Skills or Knowledge:

• Proficiency with computers including Google Docs.


• Knowledge of Microsoft Office Suite.


• Skilled with CRM software, Adobe, and Canva a plus.

Preferred Competencies

• Highly organized with keen attention to detail and commitment to accuracy and confidentiality.


• Juggle multiple assignments, manage tight deadlines and work successfully in a fast-paced environment.


• Stays current on political news.


• Work independently and with a team


• Excellent interpersonal skills and work effectively in a creative, intellectual team environment.


• Strong verbal and written communications skills.


• Excellent time management skills, with the ability to prioritize and multi-task on deadline in a fast-paced environment.


• Adaptable to dynamic working environment.


• Demonstrated ability to work collaboratively and effectively in a team environment with a wide range of constituencies including high-profile guests, senior leaders, board members, colleagues, students and volunteers.


• Strong commitment to diversity.


• Set priorities and meet deadlines.


• Work successfully and professionally with the University community including students, faculty and staff, as well as external individuals and organizations on behalf of the Institute of Politics.


• Interest in, and some knowledge about politics and public policy.

Working Conditions

• Work non-traditional hours and travel occasionally.


• This role will perform tasks mainly indoors in an office setting.


• Some outdoor events may take place during Fall and Spring.


• Lift and carry up to approximately 50 pounds.


• See, including color, depth perception, or clarity.


• Stand for 6 hours or more.

Application Documents

• Resume/CV (required)


• Cover Letter (required)

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.



Job Family



Communications



Role Impact



Individual Contributor



FLSA Status



Exempt



Pay Frequency



Monthly



Scheduled
Weekly Hours



37.5



Benefits Eligible



Yes



Drug Test Required



No



Health Screen Required



No



Motor Vehicle Record Inquiry Required



No



Posting Statement



The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.


Staff 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.


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.


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. Apply Now