Associate Director of Special Events (UIC Alumni Association)
University of Illinois at Chicago
September 28, 2018
Full Time - Experienced
Development/Fundraising, Event Management
4 Year Degree
Join the UIC Alumni Association special events team within the Office of the Vice Chancellor for Advancement! The associate director of special events will manage and coordinate special events and public functions created to deepen relationships between the University of Illinois at Chicago and its alumni and donors, furthering the fundraising and alumni engagement goals of the university. This is a sensitive position, which demands constant independent judgment regarding policy, protocol, and confidentiality.
JOB RESPONSIBILITES INCLUDE:
Plan, manage and execute strategic advancement special events as assigned by directors, including campaign events, stewardship events, alumni receptions and Dean's advancement events in the colleges. Manage regional alumni events for the UIC Alumni Association and other top university leadership.
Plan, manage and execute internal events for the Office of the Vice Chancellor for Advancement, including retreats and staff celebrations.
For assigned events, oversee and account for all details related to special events including but not limited to mailing lists, collateral materials, registration management, seating arrangements, room set up, coordination of catering, linens, floral, furniture rental and other décor, audio visual, coordination of speaker travel arrangements, program agenda and scripts, gifts and mementos, expenses and honorarium.
Manage the purchasing and inventory of supplies for the special events team.
Ensure smooth event management by maintaining effective relationships and communications with internal and external partners, including university leadership and University of Illinois Foundation Leadership.
Build new relationships and continue to strengthen existing relationships with outside vendors. Vendor management includes web development, catering, venue, promotional items, printing and graphic design, public and media relations, audio visual, tent and furniture rental.
Coordinate logistical arrangements for special events.
Develop and manage timeline and program agenda for all special events.
Develop and manage the budget and allocation of resources, which are funded by major state fund and private funds.
Prepare and maintain of budgets, multiyear spending analysis, deposit requests, post event invoicing and final bill reconciliation.
Manage contract negotiations with selected vendors.
Provide critical analyses reflecting progress and/or adverse trends for strategic events to drive continuous improvements.
Perform other related duties and participate in special projects as assigned.
MINIMUM ACCEPTABLE QUALIFICATIONS:
Bachelor’s degree required.
Three years’ experience working in advancement, special events, meeting planning or the organizing and managing of special events of a comparable nature.
Flexibility to work outside of normal business hours. Peak event periods require additional hours including evenings and weekends.
Exhibited ability to interact comfortably, tactfully and effectively with donors, volunteers, internal constituencies and to work with and represent high profile individuals.
Excellent oral and written communication and interpersonal relations skills.
Demonstrated ability to work collaboratively in a dynamic team-based organization.
The Office of the Vice Chancellor for Advancement connects the vision and passion of UIC’s alumni, friends, faculty, staff, and corporations and foundations, with the pieces of our mission most meaningful to them. We help donors create the impact they envision, whether it be scholarship for a promising student seeking a life-changing education, funding for researchers working to discover new knowledge in a particular arena or support for a university-community collaboration that will anchor stronger, healthier societies.
UIC is progressive and ground-breaking. We serve the needs of aspiring students and a devoted top-tier faculty who share a commitment to the promise of public education. Public service is at the core of the ethical values that inform what we do. An acclaimed research institution, UIC is made up of 15 top-ranking colleges and a health sciences system that includes a hospital, clinics and seven health sciences colleges. The student body is recognized as one of the most ethnically rich and culturally diverse among public universities nationwide. It reflects the vibrant and economically robust city we call home, which is as much a part of UIC as UIC is a part of Chicago.
The University of Illinois at Chicago is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply.
The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer. Background checks will be performed in compliance with the Fair Credit Reporting Act
About University of Illinois at Chicago
As a top research institute, a leading healthcare provider, and one of the most ethnically and culturally diverse universities in the country UIC is paving the way for how modern, urban, global public education should work. We are, and have been since our earliest days, dedicated to opening doors and clearing hurdles to provide an outstanding education to bright and ambitious students, no matter what. This mission is amplified through our five-year, $750 million IGNITE Campaign that will redefine the model for student success, cultivate and empower faculty leaders, drive life-changing discovery and strengthen connections to communities.