Events Coordinator

1 week ago

Chicago, United States The University of Chicago Full time

Department

Energy Policy Institute at Chicago (EPIC)

About the Department

The Energy Policy Institute at the University of Chicago (EPIC) produces data-driven research that advances society’s understanding of the global energy challenge and translates research insights into real-world impacts through strategic outreach and training for the next generation of global energy leaders. EPIC acts as an interdisciplinary hub for energy and environmental research across the University of Chicago. Combining the insights of economists, policy analysts and business experts with the technical expertise of engineers and scientists, EPIC’s faculty affiliates work together to bring robust, cross-cutting research to the forefront of the global energy debate.

Job Summary

The Events Coordinator works closely with the Events and Operations Manager at the Energy Policy Institute at the University of Chicago (EPIC) as a key member of the Events team. This position performs a broad range of operational business activities relating to the design, planning, and execution of events and programming. This role provides professional support and plans logistics for a broad range of events. These events include academic workshops, seminars, public events, and more.

**Responsibilities**:

- Under the direction of the Events and Operations Manger, assists with the coordination of events, including reserving space and hotel room blocks, coordinating with caterers, communicating with speakers, arranging transportation, setting up audio/visual equipment, tracking attendees, providing updates of attendance to the team, and preparing printed materials.
- Identifies program needs, makes decisions on vendor selection, and finalizes contracts to ensure optimal service and cost-effectiveness for events and programs.
- Quickly assesses and resolves issues on the day of the event, including finding and securing alternative vendors or solutions to ensure the event runs smoothly.
- Exercises sound judgment and takes responsibility for making key decisions on matters of significance to ensure the successful planning and execution of events and programs.
- Provides onsite event support including setup and breakdown.
- Serves as the main point of contact and lead for the EPIC weekly seminars, including communicating with event speakers, coordinating logistics, and catering setup.
- Supports event speakers by communicating logistics, booking travel/hotels, collecting slides, coordinating meetings and activities, responding to on-site needs, and collecting feedback.
- Works with the Communications team to regularly review the accuracy of, and submit updates for, event-related content.
- Creates event registration pages and maintains guest lists.
- 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.
- Work Experience:
Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.
- Certifications:

- Preferred Qualifications

**Education**:

- Bachelor’s degree in business, communications, public relations, marketing, hospitality management or related field is a plus.

**Experience**:

- Event and/or conference planning experience.

Technical Skills or Knowledge:

- Demonstrated skill and knowledge of, or ability to quickly learn, the internal workings of the University.
- Demonstrated skill and knowledge of Microsoft Windows suite, including Microsoft Outlook, Word, Excel, and PowerPoint.

Preferred Competencies
- Attention to detail.
- Maintain confidentiality.
- Work on multiple projects simultaneously, set priorities, and meet deadlines.
- Demonstrated ability to take initiative and work independently, while remaining in close communication with Events and Operations Manager.
- Budget management skills.
- Excellent verbal and written communication skills.
- Organizational skills.
- Detail-oriented and reliable, with good time-management skills.
- Demonstrated ability to be an excellent team member.
- Understanding of higher education and/or nonprofit organizations.
- Diplomatic and customer service-based approach to interacting with colleagues and others.

Working Conditions
- Occasional early mornings, late evenings or weekends, based on event needs.

Application Documents
- Resume/CV (required)
- Cover Letter (preferred)
- Three Professional References Contact Information (required)

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

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