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.

Department
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

Responsibilities

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:

Education

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

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

Exempt

Pay Frequency

Monthly

Pay Grade

Depends on Qualifications

Scheduled Weekly Hours
37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Date
2019-09-04-07:00

Remove from Posting On or Before
2020-03-04-08:00

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.


icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Market Manager Events

Crossmark

Posted 1 week ago

VIEW JOBS 10/7/2019 12:00:00 AM 2020-01-05T00:00 # of Openings 1 Overview The Market Manager is responsible for understanding, implementing and enforcing the product demonstration/events processes with their teams in the designated market(s). The position must deliver consistent leadership that will ensure the quality of our services. The events process includes interviewing, hiring, training, planning, coaching, and managing retail supervisors as well as overseeing all aspects of event execution in the assigned market(s). Responsibilities * Ensure quality and compliance by having the right people in the right places following the correct processes. * Recruit, interview and hire for direct report positions. * Train, coach and mentor direct reports on company processes, policies, procedures and position expectations/responsibilities. * Ensure quality execution by conducting audits and working with each direct report to ensure team compliance against expected goals. * Manage execution and overall performance of scheduled events by monitoring daily and weekly scorecards to ensure the highest level of on-date, quality execution is met. * Engage all support teams (Field Support, Recruiting, Payroll, Client Services, etc.) to influence proper support and guidance on team needs. * Effectively communicate to all internal and external customers. * Share competitive knowledge, best practices and recommend process enhancements with the team to improve overall performance. * Be the Events Execution Expert representing our retail partners and the assigned vendors within the defined market. Monitor and manage expense metrics such as payroll time entries and additional expenses to maximize market contribution. * Lead and develop the planning and organizing of market meetings. * Prepare and submit to management all required paperwork on a timely basis. * Inspect company equipment on a regular basis to ensure proper maintenance and safe operation. This job description does not imply that the above functions are the only tasks that may be performed. Individuals will be expected to follow any other job-related instructions and perform any other job-related tasks as directed by management. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. Qualifications Education/Experience: A minimum of three years of related retail, restaurant or food industry experience and/or training; or equivalent combination of education and experience. Skills and Abilities: The successful person in this role is able to effectively handle multiple tasks and projects simultaneously. Must have strong organization and problem solving skills and able to present to a large and small groups in a variety of settings. Proficient in Microsoft Office Certificates, Licenses, Registrations: Any applicable national, state and local food safety certification is required. Physical Demands: While performing the duties of this position, the team member is regularly required to be able to: * Sit, stand, talk, hear and use hands and fingers to operate a computer keyboard, mouse and/or other peripherals. * Listen to and understand information and ideas presented through spoken words and sentences. * Read and understand information and ideas presented in writing. * Communicate information and ideas orally and in writing so others will understand. * Identify and understand the speech of another person. * Light to moderate lifting may be required from time-to-time. Supervisory Responsibility: This position has direct and indirect supervisory responsibilities. Working Conditions: Field-based retail environment with extensive travel required within your defined geography as well as occasional travel outside defined geography. Language Skills: English is the primary language skill; however, bilingual skills may be required based on business necessity. Crossmark Chicago IL

Epic Operations And Events Manager

University Of Chicago