Job Listings

Event Administrator, Office of University Events & Ceremonies

University of Chicago
Job Location:
Chicago (Hyde Park), Illinois
Conference and Events Administration

About the Department:

The Office of University Events and Ceremonies is a department comprised of special events professionals who oversee complex initiatives for the Office of the President, Office of the Provost, and other campus partners who require consultation, production, and event management services.

Job Summary:

The Event Administrator will be responsible for providing event administration support to the Events Team for all events within the Office of University Events and Ceremonies and play a key role in supporting the University’s Annual Convocation ceremony.

  • Manages, analyzes, and exports data regarding event attendance, primarily using Microsoft Excel.
  • Generates guest lists and reports based on set event criteria. Provides timely updates to event lead and event partners.
  • Creates and deploys digital save-the-dates, invitations, reminders, and confirmations.
  • Communicates with guests to answer event-specific questions.
  • Provides on-site support and oversees list management at events throughout the year.
  • Produces all event materials such as name tags, place cards, table tents, table diagrams, etc.
  • Devises solutions, proposes new functionalities, and/or suggests adjustments to systems as needed.
  • Acts as a technical resource for staff on events database(s) and other office software.
  • Maintains inventory of all list service and general office supplies and reorder when necessary.
  • Maintains the weekly Office of University Events and Ceremonies calendar.
  • Operationalizes policies and procedures that relate to list management services. Assesses how suggested policy changes will improve the quality and accuracy of list management services.
  • Hires, trains and manages student workers.
  • Deploys convocation invitations and manage responses.
  • Deploys accessibility and accommodations communications for Convocation and manage responses.
  • Coordinates communications, travel arrangements, and reimbursements for Honorary Degree recipients and other special guests.
  • 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:

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.

Preferred Qualifications


Bachelor’s degree.

  • One to two years of event related experience supporting events in a professional setting.
  • Demonstrated experience using data tools such as Microsoft Excel.
  • Demonstrated experience using database management systems preferred. Some HTML knowledge.
Technical Skills or Knowledge:
  • Advanced skills in Microsoft Excel. Working knowledge of Adobe Photoshop and Adobe InDesign.
  • Able and willing to learn new systems.
  • Define problems, collect data, establish facts, and draw valid conclusions.
Preferred Competencies:
  • Analytical abilities with research and troubleshooting skills.
  • Organizational and time management skills.
  • Strong verbal and written communication skills.
  • Superior customer service skills, teamwork, and attention to detail.
  • Effectively present information and respond to questions from groups of managers or colleagues.
  • Poise and ability to demonstrate grace under pressure when handling challenging or unexpected situations, and multiple constituents.
  • Appropriately represents the Office of the President, including strict adherence to professional appearance, demeanor, and manner of interacting with others.
  • Maintain a calm and courteous demeanor while handling competing priorities, a heavy workload, complex problems, and tight deadlines.
  • Deliver high quality results in a dynamic environment and to anticipate and respond to future needs.
  • Exhibit professionalism in all business dealings and interactions.
  • Understands the University culture and reflects it well.
Working Conditions:

Lift 25 pounds and carry supplies and equipment to event locations.
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