Events Administrator Associate

2 weeks ago

Chicago, United States University of Illinois Full time

**Events Administrator Associate - College of Nursing, Office of the Dean**

**Hiring Department**: Administrative Support Services

**Location**: Chicago, IL USA

**Requisition ID**: 1024906

**Posting Close Date**: May 20, 2024

**About the University of Illinois Chicago**

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

This is a full-time and benefits eligible position. Hybrid and flexible work schedules are available. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.

**Description**:
The Events Administrator Associate is responsible for the oversight and management of key events and functions in the UIC College of Nursing. This position represents and serves as an ambassador for the Office of the Dean and Nursing Administration, and the College of Nursing.

**Duties & Responsibilities**:

- Events Management
- Fully executes a program of events and functions for the College of Nursing, ensuring college priorities and initiatives are reflected.
- Manages vendors, venues, contract negotiations, and related logistics for special events and functions across the college
- Assists in event program development (i.e., handles the recruitment and/or facilitates the coordination and briefing of speakers/presenters, protocol and etiquette, allocation of resources, etc.); event production assistance; and ensures compliance with University and State policies and procedures.
- In collaboration with the College's business office, prepares and maintains event budgets and manages post-event invoicing and final bill reconciliation.
- Drives continuous improvements for future events through critical analyses of progress and/or adverse trends, acting as a resource for best practices in planning and executing signature events for the College.
- Coordinates the recruitment, training, and management of work assigned to events staff support.
- Oversees the scheduling of all College of Nursing events. Serves as owner of the College of Nursing event calendar. Identifies and confirms resources needed during event planning phases. Develops protocols for event scheduling and planning across units and campuses, including reference documents (e.g., business case, communication plan, schedule and resource assignments).
- Develops and maintains templates for effective event planning and evaluation (e.g., Scope Statement, Business Case, Project Charter, Issue Log, Work Breakdown Structure [WBS], WBS Dictionary, End Reports and Lessons Learned, archiving for historical records to use for evaluating future initiatives, budget review, etc.).
- Provides staff support for College of Nursing standing committees.
- Assists with purchasing, front desk, and office operations for the Dean's Office and Nursing Administration, including response to inquiries and phone calls from internal and external constituents (e.g., faculty, students, alumni, guests, and others), and with College of Nursing mail and shipping services.
- Perform other related duties and participate in special projects as assigned.

**Minimum Qualifications Required**:

- Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
- One (1) year (12 months) of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.

**Preferred Qualifications**:

- Knowledge of office management and project management principles.
- Knowledge of principles and methods

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