Events and Program Administrator at University of… · Location…

EVENTS AND PROGRAM ADMINISTRATOR Location: Illinois · Hybrid Department PSD Applied Data Science: Operations and IT About the Department The Master’s in Applied Data Science program (MS-ADS) is a professional graduate program within the Physical Sciences Division (PSD) and the Data Science Institute (DSI) at The University of Chicago. The purpose of the MS-ADS program is to train and educate students in Data Science and AI for careers in industry. Designed for professionals with backgrounds in technical fields, the program offers rigorous classes, expert instructors, leading-edge technology, and an unparalleled network of industry professionals for full- and part-time learners across a variety of in-person and online degree pathways. The program benefits from a mix of full-time clinical faculty, part-time adjunct faculty, part-time lecturers, and other instructional support staff. While program faculty often collaborate with the university’s full-time research and/or tenure-track faculty, MS-ADS’s faculty are unique in that they are industry experts who have a scope and depth of experience in full-time data science positions outside of academia. Learn more about our program at https://datascience.uchicago.edu/education/masters-programs/ms-in-applied-data-science/ Job Summary The MS in Applied Data Science seeks an Events and Program Administrator to support the planning, coordination, and execution of program events and to assist with administrative operations. The Events and Program Administrator will report to the Executive Director and play a key role in ensuring the success of institutional, student-facing, and faculty-driven programs. Responsibilities • In collaboration with Student Affairs, Career Services, Instructional Services, Marketing, and Enrollment Management, leads logistics for major student-facing events such as Immersion Weekend, Autumn Kick-Off event, End of Year Celebration, Lunch & Learn events, and additional programming. • Coordinate venue sourcing, hotel and vendor contracting, and manage Banquet Event Orders (BEOs). • Serve as a point of contact with internal partners, external vendors, and student/alumni groups to support event planning and execution. • Develop event budgets and oversee expense processing and reconciliation. • Prepare presenters and hosts regarding content, format, scheduling, and day-of expectations. • Staff events onsite to ensure smooth execution from setup through conclusion. • Schedule and send invitation emails, tracks RSVPs and attendance, and maintain registration lists. • Create event materials, timelines, and communications to support planning and execution in collaboration with the Assistant Director, Marketing and Communications. • Support faculty and alumni events, offering recommendations to strengthen and streamline event processes. • Serve as the unit’s subject matter resource for virtual and hybrid event platforms (e.g., Zoom meetings and webinars). • Collaborate closely with the Student Affairs, Enrollment Management, External Partnerships and Career Services, Instructional Services, and the Data Science Institute to understand events needs and facilitate planning. • Collaborate with the Operations Coordinators to schedule on-site events ensuring space availability, room layouts, technology requirements, and other event logistics are addressed.  • Assist with managing logistical tasks for internal staff gatherings, communications, and project timelines. • Provide daily administrative support to program leaders. • Provide administrative and logistical support across program operations, including project planning, scheduling, calendar management, room reservations, expense tracking, faculty travel logistics, and coordination of deliverables for meetings, lectures, and projects. • Research, compile, and analyze data to create reports and proposals for leadership. • Work 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. • Assist 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. • Perform 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 2-5 years of work experience in a related job discipline. Certifications: Preferred Qualifications Education: • Bachelor's degree. Experience: • Relevant experience, such as event planning or work in an administrative capacity. • Experience working in higher education. • Previous experience with event coordination. • Project management experience strongly. Preferred Competencies • Strong customer service orientation with excellent oral and written communication skills. • Ability to take initiative and organize and complete activities and projects with minimal supervision. • Ability to handle public contact with courtesy, clarity, and diplomacy. • Ability to handle sensitive and confidential situations and information with absolute discretion. • Ability to maintain a calm and courteous demeanor and to work productively in the midst of competing priorities, complex problems, and tight deadlines. • Exceptional problem-solving skills. • Strong technical aptitude with business operations software applications. • Proficiency with MS Office applications. Working Conditions • This position is available for partially remote work based on the business needs of the MS in Applied Data Science Program.  • Willingness and ability to travel to locations around the Chicagoland area as needed is required. • Willingness and ability to work evenings and weekends with advance notice required. • Ability to lift a minimum of 25lbs. Application Documents • Resume/CV (required) • Cover Letter (preferred) • 2-3 Professional References – Contact Information Only (required) The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions. When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application. 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 FLSA Status Exempt Pay Range $68,000.00 - $76,000.00 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.   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.