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Department
ADV Stewardship & Events
About the Department
The Stewardship and Events team within the Office of Advancement oversees and implements best practices in outstanding donor engagement, stewardship, and events, creating exemplary experiences that cultivate lasting relationships with our alumni, donors, and friends.
Job Information
Job Summary:
The Temporary Events Associate provides administrative and programmatic support to the Advancement Events Team. This position is expected to last nine months with the potential to lead to permanent employment.
Responsibilities:
- Assists the Advancement Events team with short-term, ad hoc, and long-term project and in-person, virtual, and hybrid events.
- Learns and optimize the online event registration system, Cvent.
- Maintains event resources such as online forms, research and tracking of event venues, and vendors lists.
- Organizes logistics for meetings and events such as reserving rooms and catering, AV/tech set up, agenda distribution, parking, room setup, name tents and badges, meeting materials, etc.
- Assists with the creation and production of nametags and registration lists.
- Provides onsite assistance at designated events.
- Utilizes data management tools including look up, tracking, and reporting.
- Orders, prepare, and pack/ship event materials for events locally and internationally.
- Creates basic event briefings for key staff and event-related communications for speakers and participants.
- Coordinates invoices and vendor payments, tracks expenses, and maintains event budgets.
- Provides pre-event in-office support.
- Plans and schedules events, programs, and outreach. Coordinates event-day logistics, and performs other routine assignments with guidance from others.
- Maintains guest lists and assists with mailing invitations and creating brochures for the event.
- Performs other related work as needed.
Competencies:
- Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively. Explain complex ideas clearly and simply.
- Manage confidential information with discretion and tact.
- Act with integrity, professionalism, and confidentiality.
- Work collegially and collaboratively in a team setting.
- Self-motivated and take initiative.
- Prioritize multiple projects and independently follow through with detail.
Additional Responsibilities
Education, Experience or Certifications:
Education:
- College or university degree required.
Experience:
- A minimum one year of event support and coordination experience preferred.
- Background working with event registration platforms, Cvent preferred.
- Salesforce experience preferred.
Technical Knowledge or Skills:
- Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to Advancement, including Phoenix (the University's Donor Relationship Management System), Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access.
- High proficiency in Zoom, Box, and Google Suite (Drive, Sheets, Docs, and Forms) required.
Working Conditions or Physical Requirements:
- This position has a hybrid work schedule which includes a minimum three days per week weekly in office presence.
- Standard office environment.
- In-person presence during key events and meetings, including mandatory on-site support in Chicago on key dates in April, May and June 2026.
- Travel to domestic and international markets on key dates starting in June 2026.
- Work flexible hours to meet business needs.
Required Documents:
- Resume/CV
- Cover Letter
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Frequency
Hourly
Pay Rate Type
FLSA Status
Pay Range
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
Posting Statement
The University of Chicago is an equal employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.
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.
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.
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