The Coordinator for Events and Communications in the Department of Art History reports to the Department Administrator and Department Chair. The Coordinator participates in the planning, and is in control, of the execution of specific events as listed below, and has overall responsibility for the communication pieces for the events as well as for departmental concerns, e.g., website maintenance, social media presence. The Coordinator will also develop programming for networking opportunities for all current students and alumni as well as provide event planning consultation to student groups.
This is a 20-hour-per-week position with benefits.
Develop and maintain budgets for events and provide periodic reports
Submit quarterly entries for UChicago Arts Guide
Prepare invitation letters for visitors
Coordinate travel, lodging, and other details for visitors
Reserve rooms for events and student workshops
Contract vendors and manage logistics
Track and process expenses including reimbursements and honoraria
Create, circulate and/or post event flyers, email event announcements, and calls for participation
Liaise with colleagues in other departments or organizations for co-sponsorships and event coordination
Maintain department calendar of events
Coordinate travel, lodging, and other details for selected conference participants, as requested
Maintain protocols for event organizations and database of vendors, caterers, and the like
Take, collect, and maintain photographs of department events
Traveling Seminar Support (15%)
Oversee call for applications for students to participate in traveling seminars
Coordinate pre-departure meeting, travel, lodging, site visits, meals, and other details as needed
Collect emergency contact information and other required documentation from student travelers
Track expenditures and ensure expenses stay within budget
Collect reports and photos from travelers after the course is finished
Create news and event postings
Maintain photo archive of department events
Update and add student and faculty profiles and other web content
Annually update course offerings, then maintain courses as needed
Liaise with Humanities Computing to troubleshoot website issues
Social Media (15%)
Maintain online social media presence for department via news and event postings, photos of events; determine which digital imagery will be posted
Create and maintain a department weekly (or biweekly) newsletter for students, faculty, and alumni
Maintain email listservs for department PhD students, MAPH students, BA majors and minors, faculty, visitors, and alumni
Student and Alumni Support (5%)
Provide networking opportunities for current BA, MAPH, and PhD students
Organize annual reception at College Art Association professional conference
Provide guidance to student social coordinators with purchasing and reimbursements for student events
Assist Department Administrator with tracking job placement and alumni
Manage student listserv
Faculty Support (5%)
Assists faculty conference coordinators with conference details and organization, as needed
Assists Chair and Department Administrator with donor communication and cultivation
Ability to plan and execute events from inception to bill processing and event evaluation
Ability to understand a budget and keep it maintained
Ability to process expenses efficiently and within deadlines
Ability to manage projects
Ability to compose original communications in English that are accurate, concise, and which exemplify the professional discourse of the Division and Departments and contribute to their reputation
Ability to edit and proofread documents in English at a high level
Ability to communicate effectively verbally and in writing, with people of varying backgrounds and levels
Ability to help develop and take the lead in maintaining the website
Ability to create publicity in various media, e.g., graphic design, e-mail, some press releases, audio/visual taping, etc.
Ability to work with graphic design programs to create, edit, or proofread various types of communications pieces
Demonstrate strong organizational skills coupled with the ability to be flexible
Ability to think creatively and strategically
Ability to meet strict deadlines
Ability to maintain confidentiality
Proficiency in Microsoft Word, Excel, Outlook, page layout and design, database programs, use of the Internet, e-mail and other software programs relevant to this position
Ability to be sociable, network, and forge connections
Ability to produce quality publicity and marketing materials which are error-free
Ability to set and adjust to changing priorities
Ability to work autonomously while also taking direction
Ability to recognize factors that influence the particular project at hand
Familiarity with the field of art history, as well as the ability to contextualize images in a historically and aesthetically appropriate way
Knowledge of Mac computers, Photoshop, InDesign, and Drupal
Competencies in flexibility, team building, self-direction, multi-tasking, and negotiating
Familiarity with the University and city of Chicago
Education, Experience, and Certifications:
Bachelor's degree required
A minimum of one year of relevant experience is required, such as event or conference planning
Working Conditions and Physical Requirements:
Minimal evening and weekend work
Ability to lift up to 25 lbs.
Ability to push carts with up to 40 lbs. of material
Ability to sit at a computer for 2-4 hours
Periodic walking to other campus locations
Climbing up to 5 flights of stairs
Cover letter which is to include your interest in this position.
List of references
Please provide a response to the following: Imagine you are planning the travel logistics for students who have enrolled in a travelling seminar course, e.g. course #29410/39410. Describe your process for managing the travel, budget, and other details, and include what concerns you may have. Please review the departmentâ™s website as a resource to learn about traveling seminars.
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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