Project Specialist, Special Events Team

at Loyola University Chicago
Published July 29, 2022
Location Chicago, IL
Category Default  
Job Type Full-time  

Description

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Please see Special Instructions for more details.

COVID-19 VACCINATION REQUIREMENT:

Loyola requires (https://www.luc.edu/coronavirus/#recent_changes) all faculty, staff, and students to be COVID-19 vaccinated (https://www.luc.edu/healthsafetyandwellbeing/covid-19inforesources/vaccineinformation/index.shtml) along with receiving the COVID-19 Booster vaccine when eligible. An exemption (https://www.luc.edu/media/lucedu/hr/2021/Vaccination%20Exemption%20Form.pdf) for a qualified medical or religious reason may be submitted for review/approval.

If you are invited for an on-campus interview, you will be required to provide proof of full vaccination OR a negative COVID-19 test results no more than 48 hours prior to arriving on campus. PCR or rapid antigen test results are acceptable.

Position Details

Position Details

Job Title ADVANCEMENT PROJECT SPECIALIST

Position Number 8100765

Job Category University Staff

Job Type Full-Time

FLSA Status Exempt

Campus Chicago-Water Tower Campus

Department Name ALUMNI & SPECIAL EVENTS

Location Code SPECIAL EVENTS (03602B)

Is this split and/or fully grant funded? No

Duties and Responsibilities

The Project Specialist position is an instrumental collaborative position in the Office of Special Events. This position ensures that the Office of Special Events runs smoothly by coordinating resources and projects for the team.

Essential Duties and Responsibilities include the following.

Event Coordination

  • Assists in the overall operations of the Special Events department under the supervision of the Director.

  • Serves in a staff capacity at Special Events functions, assisting with registration and greets/assists guests. This will include some evening and weekend event work.

  • Assist in the execution and staffing of events assigned to the Special Events department.

    Communications

  • Oversees registrations and guest lists for multiple simultaneous events, and other event-related projects. Collaborates with other staff to ensure accurate database maintenance.

  • Oversees creation and distribution of digital event outreach for multiple simultaneous events and other event-related projects., including email campaigns, registration pages, landing pages, and University website pages.

  • Collaborates with Marketing & Communications and various departments to obtain accurate information and content for all websites and email campaigns related to special events; creates basic graphics and edits images for email campaigns

  • Manages Special Events and event-related shared inboxes, maintaining consistent customer service and responding to messages in a timely, positive, and professional manner.

  • Assists the Special Events staff with preparing department correspondence and manages the department inbox(s). Maintains department contracts, archives, and event documentation.

  • Maintain and manage Advancement Annual Events Calendar.

    Administrative/Budget

  • Assists in managing several large event budgets, supervises student staff, and maintains multiple internal software systems along with the departments inventory.

  • Works with Gift Processing to ensure proper allocation of gifts received through event purchases by donors.

  • Manages department inventory and coordinates the packing, shipping and ordering of supplies for events. Coordinates inventory use requests between multiple departments at the University

  • Collects information among Advancement colleagues for Advancement Master Calendar and Digital Calendar.

  • Assists the Special Events staff with preparing department correspondence. Maintains department contracts, archives, and event documentation.

  • Works closely with the Director in monitoring and reviewing the efficiency of support services, vendors, and software, within the Special Events department.

    Student Worker/Supervisory Responsibility

  • Supervises student workers, including hiring, training, assigning hours and workloads and making sure a high level of customer service is maintained within the department.

  • Supervises the student workers on general clerical duties including: reception, guest registration, telephone calls, typing, filing, scheduling appointments, travel arrangements, mail/delivery orders, meeting minutes, payment processing.

    Other

  • Executes other tasks essential to the efficient operation of the department as assigned.

  • Performs other duties as assigned.

    Minimum Education and/or Work Experience

  • Bachelors Degree

  • At least 2 years of project management experience. Special Events experience is a plus.

    Qualifications

  • Excellent verbal communications and interpersonal skills.

  • Ability to work and communicate with a diverse population of people (including campus departments, donors, alumni, visitors and friends of the university).

  • Ability to work both independently and as part of a team.

  • Must be friendly, outgoing and have an aptitude for problem solving.

  • Ability to meet deadlines while handling multiple projects simultaneously and maintaining good relations with colleagues.

  • Strong attention to detail and accuracy and displaying a strong aptitude for reconciling and monitoring budgets.

  • Ability to embrace, promote and articulate the Universitys Jesuit Catholic identity.

    Certificates/Credentials/Licenses

N/A

Computer Skills

  • Must possess working knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Sharepoint.

  • Knowledge of donor database systems, Social Tables, iModules, and Cvent is a plus.

  • Proficiency in Excel and experience in event database systems is preferred.

    Supervisory Responsibilities No

    Required operation of university owned vehicles No

    Does this position require direct animal or patient contact? No

    Physical Demands Repetitive Motions

    Working Conditions Irregular Hours

    Open Date 05/17/2022

    Close Date

    Special Instructions to Applicants

    COVID -19 VACCINATION REQUIREMENT :

    Loyola requires (https://www.luc.edu/coronavirus/#recent_changes) all faculty, staff, and students to be COVID -19 vaccinated (https://www.luc.edu/healthsafetyandwellbeing/covid-19inforesources/vaccineinformation/index.shtml) along with receiving the COVID -19 Booster vaccine when eligible. An exemption (https://www.luc.edu/media/lucedu/hr/2021/Vaccination%20Exemption%20Form.pdf) for a qualified medical or religious reason may be submitted for review/approval.

If you are invited for an on-campus interview, you will be required to provide proof of full vaccination OR a negative COVID -19 test results no more than 48 hours prior to arriving on campus. PCR or rapid antigen test results are acceptable.

Quick Link for Posting www.careers.luc.edu/postings/20154

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