Posted on August 21, 2012
Senior Event Coordinator
University of Chicago
Senior Event Coordinator, University of Chicago
Senior Event Coordinator – Requisition 090631
Manage, coordinate, and set-up events by developing close communications with internal partners across Alumni Relations and Development, and other University offices, local vendors, and contractors. Develop and manage event budgets; secure, review, negotiate and revise contracts in partnership with office administrator. Provide onsite logistical support for events. Monitor invoices, arrange for payments and debrief partners. Build a complete working plan for the event. Translate working plan into a summary checklist of services and deadlines for partner review and sign-off. Negotiate with partner and service providers to accommodate any remaining last minute request or expectations to arrive at a final, approved event plan.
Ensure finalized plan with the partner is properly executed by working closely with the selected internal and external service providers to develop clear and complete specifications, contracts, orders, and standards of service for the event; by monitoring service providers' progress towards the agreed upon objectives and making sure that costs remain within the ranges budgeted by the partner. Maintain event status details with the partner.
Become familiar with the venues available on campus and off campus, special conditions of their use, their technological strengths and weaknesses, and departmental contacts who administer the spaces. Maintain familiarity and relationships with local vendors, the ranges of services that they provide, actively acquire and pursue knowledge of events industry standards and trends.
Supervise the arrival of contractors and materials at the event site. Coordinate set-up and breakdown details with event venue administrator and vendors' onsite representatives to ensure that order specifications are understood and completed in compliance. Manage all aspects of final preparations through the conclusion of the event.
Track incoming invoices from event service providers and arrange for payment of all costs incurred. Debrief with partner and include feedback received in vendor and event files. Perform final vetting of data regarding the event. Prepare event expense summary and arbitrate any disputed charges.
Bachelor's degree or higher required.
A minimum two years of progressively responsible professional event planning experience required.
For more information and to apply:
To be considered, all job seekers must meet the requirements and apply online.
The University of Chicago is an Affirmative Action / Equal Opportunity Employer.