Hybrid Manager, Institute Events and Visitor Program presso UChicago

Department

EPIC - Adminstration and Operations

About the Department

Energy Policy Institute at Chicago (EPIC)

Job Summary

The Manager, Institute Events and Visitor Programs is responsible for the overall management of the Institute’s events and conferences, as well as the day-to-day operations of the visitor program. Reporting to the Managing Director, Policy and Strategic Engagement, this position oversees the Events Coordinator(s) and Interns to ensure the seamless execution of high-quality, mission-aligned programming.

As an effective communicator, the Manager builds strong relationships with internal teams, external partners, and key stakeholders to deliver engaging and impactful events. They are adept at clearly conveying event objectives, managing logistical details, and ensuring all aspects of programming align with the Institute’s strategic goals. This role requires exceptional organizational skills, attention to detail, and the ability to adapt to dynamic event needs while maintaining the highest standards of professionalism and excellence.

Responsibilities

• Working directly with the Managing Director, Policy and External Engagement and other Institute leadership, oversees the development and implementation of all the Institute’s events, including faculty and student-driven events, academic conferences and workshops; EPIC India and EPIC China virtual seminars and workshops aimed at Asian and US audiences; and external facing newsmaker events on relevant policy issue.
• Project manages and oversees the full logistical lifecycle of high-profile Institute events, including Climate Frontiers, by liaising with stakeholders and speakers as needed, providing information for website updates, arranging hotel and other travel as needed, booking space and catering, overseeing on-site delivery, and preparing and reconciling budget, etc. Provides detailed agendas, dates, times and locations to relevant staff and potential stakeholders.
• Oversees comprehensive event execution, including audio, video, staging, and other technical details.
• Maintains oversight and knowledge of schedules and logistics for all faculty seminars, workshops, conferences, and provides in-person event coverage as needed.
• Works closely with the full events and communications teams under the direction of both the Managing Director, Policy and Strategic Engagement and Senior Director, Strategic Communications, Marketing, and External Engagement on event marketing and communications to ensure strategic goals for each event are met.
• Develops annual budgets and ensures the efficient allocation of resources for Institute events and visitor program, tracking expenditures, and preparing financial reports to support strategic decision-making in close partnership with the Director of Finance and Operations.
• Represents the department, Institute, and University well in all internal and external verbal, written and in-person correspondence. Builds relationships with a diverse set of stakeholders and collaborators.
• Oversees execution of and provides general support for all workshops, seminars, and other activities to ensure events are seamless.
• Manages and provides leadership to two or more direct reports, including the hiring, onboarding, and training processes.
• Manages contract negotiations and the selection of vendors.
• Working directly with the Managing Director and other Institute leadership, manages operations of the Institute visitor program. Serves as point of contact and provides advanced administrative support to visiting scholars for a diverse set of activities including, but not limited to, travel arrangements, scheduling, expense reconciliation and budget tracking, preparation of all financial documents associated with visits, paying invoices, management of visitor calendar and office space allocation.
• Coordinates with the HR Manager on visa requirements for visiting scholars when applicable and ensures required financial documentation is received.
• In coordination with the Institute’s Director of Development and Managing Director, supports stewardship efforts for the visitor program.
• Drafts internal communications required for long-term visits.
• Coordinates visits of fellows, faculty or researchers and serves as a key point of contact to coordinate travel, including visa requirements when applicable, ensure required financial documentation is received and assist with scheduling campus meetings and activities during visits as needed.
• In coordination with the Managing Director and Institute leadership, works with the Institute communications team to announce visitors to the Chicago climate/energy community.
• Guides research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, solves complex problems as they arise.
• Implements ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance.
• 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 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualification

Education:

• Bachelor’s degree.
• Advanced degree.

Experience:

• Event management experience.
• A minimum of three years of management experience overseeing direct reports.
• Building and maintaining relationships with vendors, manage vendor contracts and ensure timely delivery of event components.
• Managing event budgets and negotiating contracts with clients, vendors, and suppliers. 
• Background in all aspects of event planning from concept to execution and a proven track record of successfully executing large-scale events.
• Conference and event planning, as well as program management, within higher education.
• Sourcing, negotiating with, and managing vendors.
• Candidates with a background in energy/environmental issues strongly desired and encouraged to apply.

Technical Skills or Knowledge:

• Familiarity with CRM or event management software platforms such as Eventbrite or Cvent to streamline event planning, logistics, communication, and to manage event attendee data, track engagement and personalize communications.
• Knowledge of email marketing best practices, including creating effective email campaigns and using email marketing software such as MailChimp or Hubspot.
• Adept in creating and managing event budgets, negotiating contracts, and tracking expenses.
• Proficient in Microsoft Windows Suite, including Microsoft Outlook, Word, Excel and PowerPoint.

Preferred Competencies

• Strong leadership skills with experience managing teams and cross-functional collaboration. 
• Work closely, and effectively communicate with, senior leadership, faculty, and stakeholders.
• Maintain a positive attitude and demonstrate professionalism while effectively communicating with colleagues, vendors, and the University community to foster collaboration and ensure smooth operations.
• Demonstrated experience in managing multiple projects simultaneously, prioritizing tasks, and meeting deadlines. 
• Budget management skills.
• Exceptional work ethic with proven ability to work independently, proactively, courteously, efficiently, and tactfully, using sound judgment, in a fast-paced environment with diverse populations.
• Demonstrated ability to work effectively and diplomatically with colleagues, as well as with students, faculty, and senior leadership; easily establish rapport and cultivate relationships with individuals both inside and outside of the organization.

Working Conditions

• This is a hybrid position, with an expected 3 days on campus per week.

Application Documents

• Resume/CV (required)

Job Family

Communications

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$80,750.00 - $104,500.00

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

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity 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.

 

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