Job Summary

The Energy Policy Institute at the University of Chicago (EPIC) is seeking a hyper-organized self-starter to be our Operations and Events Specialist.

The Operations and Events Specialist will sit at the heart of EPIC’s day-to-day operations, serving as a key face of the organization to faculty, guests, vendors, and university staff. This position has an exciting variety of responsibilities, from ensuring the office is run smoothly and professionally to managing travel and financial logistics and helping to deliver public and private events. This is an ideal position for an independent person who enjoys working on multiple projects simultaneously in a collegial, fast-paced environment.

Responsibilities

  • Orders office supplies and equipment, manages inventory, handles invoices, and maintains relationships with relevant university departments and vendors.
  • Works with relevant BFI staff to coordinate onboarding for long-term visitors and new staff, including posting job descriptions, arranging visas, preparing IT accounts, and related tasks.
  • Manages financial processes, including reimbursements, invoices, contracts and liaising with University finance staff and systems where necessary, and monitor compliance with the office budget.
  • Keeps office and common areas clean and tidy, working with university facilities staff where necessary.
  • Works with relevant University departments to allocate office, conference, and event space for visitors and staff.
  • Handles travel arrangements for faculty, visitors, and speakers.
  • Schedules and oversees meetings and events, including room allocation, catering, AV, transit, and related responsibilities.
  • Leads planning for staff retreats and annual events and coordinates other special projects.
  • Coordinates logistics of onsite event support including set up and break down.
  • Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
  • Researches and analyzes data to create reports, and may create other reports for grants and contracts.
  • Performs 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 in related field.

Experience:

  • Two to three years of experience in providing operational assistance in an office setting.

Technical Skills or Knowledge:

  • Demonstrated skill and knowledge of or ability to learn quickly, the internal workings of the University.
  • Proficient in Microsoft Windows Suite, including Microsoft Outlook, Word, Excel and PowerPoint.
  • Willingness to learn new systems and software as necessary.

Preferred Competencies

  • Demonstrated ability to take initiative and work independently, while remaining in close coordination with other members of the team.
  • Strong communication and organizational skills, with proven ability to juggle competing priorities with diplomacy, tact, and goodwill.
  • Familiarity with organizing and managing events, ideally including public events for up to 150 people.

Application Documents

  • Resume/CV (required)
  • Professional References Contact Information (3)(required)