Epic Operations And Events Manager

University Of Chicago Chicago , IL 60602

Posted 2 months ago

Please make sure to read the job posting in its entirety as it reflects both the University roles and responsibilities, followed by the specific description.

14495 EPIC

About the Unit

About the Unit The Energy Policy Institute at the University of Chicago (EPIC) is seeking a hyper-organized self-starter to be our Operations and Events Manager. The Operations and Events Manager will sit at the heart of EPIC's day-to-day operations, serving as a key face of the organization to faculty, guests, vendors, and university staff. This position has an exciting variety of responsibilities, from ensuring the office is run smoothly and professionally to managing travel and financial logistics and helping to deliver public and private events. This is an ideal position for an independent person who enjoys working on multiple projects simultaneously in a collegial, fast-paced environment. The Energy Policy Institute at Chicago (EPIC) is an interdisciplinary research and training institute focused on the economic and social consequences of energy policies. Established in June 2011, EPIC is a joint initiative of the Booth School of Business, The Harris School of Public Policy, the Law School, and the Social Sciences Division. EPIC strives to marry world-class research and data analysis with comprehensive outreach and engagement in order to translate knowledge into impact.

Job Family

Administration & Management

Responsible for planning, directing, coordinating and managing daily operations individual organization units, clinical research facilities, centers or academic departments. Responsibilities are diverse and general in nature and may reflect more than one functional area.

Career Track and Job Level

Business Administrator

Manages the daily operations of an organizational unit within the University, primarily in the areas of financial, events, and support services management. May assist in developing and executing University's business plan. Develops and implements office procedures and policies and ensures compliance. Note that the M4 job level is restricted for Associate Deans (Chief of Staff for administrative units) and will reflect a direct reporting relationship into the Dean or Officer (limit one per unit). Business Administrators who report to the Deputy Dean or an AVP will either be aligned with the M3 job level, M2 job level, or transitioned into their respective functional area (i.e. IT, Communications).

P2: Requires knowledge and experience in own discipline; still acquiring higher-level knowledge and skills. Builds knowledge of the organization, processes and customers. Solves a range of straightforward problems. Analyzes possible solutions using standard procedures. Receives a moderate level of guidance and direction.

Role Impact

Individual Contributor


The job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit.

  1. Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll, 2) Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects., 3) Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit., 4) Researches and analyzes data to create reports, and may create other reports for grants and contracts., 5) Performs other related work as needed.

Unit-specific Responsibilities

  1. Help manage the day-to-day operations of EPIC in close partnership with the Deputy Director.
  2. Order office supplies, manage inventory, handle invoices, and maintain relationships with relevant university vendors.
  3. Work closely with BFI HR and Operations team to allocate office, conference, and event space for visitors and staff.
  4. Coordinate closely with BFI HR and Operations team to prepare for and on-board visitors and new staff, including the creation of job descriptions, arranging visas, preparing IT accounts, and related tasks.
  5. Handle travel arrangements for faculty, visitors, and speakers.
  6. Manage, in close partnership with BFI's Senior Finance Manager, financial processes, including reimbursements, and invoices.
  7. Keep office and common areas clean and tidy, working with university facilities staff where necessary.
  8. Schedule and oversee meetings and events, including room allocation, catering, AV, transit, and related responsibilities.
  9. Lead planning for staff retreats and annual events.
  10. Assist faculty affiliated with EPIC to recruit postdocs and early career Harris School faculty.
  11. Work closely with EPIC faculty to host special events, including the weekly faculty breakfast (during the academic year).
  12. Help manage specific EPIC-related fellowships including: Bartlett summer and academic year fellowships and dissertation award fellowships.

Unit-preferred Competencies

  1. Demonstrated ability to take initiative and work independently, while remaining in close coordination with other members of the team.
  2. Strong communication and organizational skills, with proven ability to juggle competing priorities with diplomacy, tact, and goodwill.
  3. Familiarity with organizing and managing events, ideally including public events for up to 150 people.
  4. Proficiency with MS office applications, plus a willingness to learn new systems and software as necessary.
  5. Ability to manage multiple projects simultaneously and meet tight deadlines.
  6. Superior degree of professionalism.
  7. Must have a passion for making organizations and teams work.
  8. Must be a self-starter with high level of attention to detail.

Education, Experience, and Certifications

Minimum requirements include a college or university degree in related field.

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Preferred Qualifications:


  1. Bachelor's degree and a minimum of three years of progressively responsible administrative and operational assistance experience.


  1. A minimum of eight years of progressively responsible administrative and operational experience experience.
  2. Knowledge of higher education.
  3. Skills demonstrated with creating and running events.
  4. Understanding of and experience with Buysite and GEMS.

Required Documents:

  1. Resume/CV
  2. Cover Letter

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.

FLSA Status


Pay Frequency


Pay Grade

Depends on Qualifications

Scheduled Weekly Hours

Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


Posting Date

Remove from Posting On or Before

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff 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.

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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Epic Operations And Events Manager

University Of Chicago