Events Coordinator
The University of Chicago

Job Info

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Department

AI Data Science 4 Everyone

About the Department

Data Science 4 Everyone is a national initiative working to catalyze the adoption of data science and data literacy as a fundamental component of K-12 education. DS4E facilitates a broad and growing coalition of system leaders in U.S. education, seeded by support from Steven Levitt (Freakonomics), Arne Duncan (fmr. U.S. Secretary of Education), Linda Darling-Hammond (Learning Policy Institute, California State Board of Education), Eric Schmidt (fmr. CEO Google), Ken Griffin (CEO of Citadel), Scott Cook (co-founder of Intuit), and many others. Incubated at the Center for RISC and popularized by the 2019 Freakonomics podcast America's Math Curriculum Doesn't Add Up, DS4E is quickly expanding into a new dedicated team at the University of Chicago, striving to teach students the basics of modern data across school subjects and grade-levels. Our core focus is to raise awareness and work with stakeholders across U.S. education to ensure every student is data literate by high school graduation, and can meaningfully participate in and build a data-driven future. In just 3 years, DS4E has grown data science education programs in 15 states and hundreds of schools, with numerous national partners. As a field catalyst, DS4E builds awareness with local, state, and national leaders, centralizes and disseminates resources, hosts convenings and communities of practice, creates partnerships to support and train educators across the country, and helps schools and districts design new K-12 programs for all students.

Job Summary

We are seeking a highly organized and detail-oriented Events Coordinator to assist in the planning, management, and execution of a successful annual conference and other events (in-person, hybrid, and virtual), with the oversight of the Events and Programming Manager. The ideal candidate will coordinate all aspects of event logistics, ensure smooth operations, and deliver memorable experiences for attendees.

This position is grant-funded with an initial term of 4 years. Additional funding may be obtained to extend the position beyond that time.

Responsibilities

• Plans, manages, and executes successful annual conference and other events.
• Develops and implements strategies for marketing, sponsorships, and attendee engagement.
• Assists with event communications and collateral.
• Researches and selects appropriate venues, catering services, and other vendors.
• Manages all on-site operations, including registration, AV, setup, and breakdown.
• Coordinates travel and accommodations for speakers, staff, and VIP attendees.
• Identifies and liaise with potential speakers, panelists, and moderators.
• Develops the event agenda, including session topics, tracks, and schedules.
• Coordinates speaker contracts, presentations, and technical requirements.
• Collaborates with our Communications Specialist to promote the event via social media, email, and other channels.
• Manages communication with attendees before, during, and after the event.
• Prepares promotional materials, including brochures, websites, and press releases.
• Staffs exhibitor booths, engaging with attendees and providing information.
• Collects feedback from attendees, speakers, and sponsors to assess the success of the event.
• Generates post-event reports, including financial summaries and attendee metrics.
• Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.
• Assists with research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
• Works to implement ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance with direction from others.
• Performs other related work as needed.

Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
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Certifications:

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Preferred Qualifications

Experience:

• Managing budgets and adhering to timelines.
• Familiarity with virtual and hybrid event platforms.
• Background organizing conferences, conventions, or events.

Technical Skills or Knowledge:

• Proficiency in event management software and tools, e.g., Cvent, Eventbrite, or similar.

Preferred Competencies

• Strong project management and multitasking skills.
• Excellent written and verbal communication skills.
• Negotiate with vendors and sponsors.
• Work under pressure and meet tight deadlines.

Working Conditions

• Remote work.
• Travel frequently, 25%, and work flexible hours including some nights and weekends.

Application Documents

• Resume/CV (required)

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Communications

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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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