Assistant Director, Registration Management

About this role

Department ADV Event Systems About the Department The Advancement Office engages alumni (~220k), current students, parents, and friends of the University through intellectual, professional and social activities on campus, around the world and online. Advancement raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.

The Stewardship and Events team oversees and implements best practices in outstanding donor engagement, stewardship, and events, creating exemplary experiences that cultivate lasting relationships with our alumni, donors, and friends. Job Summary This role provides professional support and solves straightforward problems in a broad range of operational business activities in the creation of plans for events programming, marketing, and logistics. With guidance from others, monitors the execution of events. Responsibilities • Manages the event registration cycle, including building registration forms, RSVP reporting, and registration modifications for a portfolio of leadership-level Advancement events, with oversight from the Associate Director, Event Systems. • Builds and maintains Cvent registration forms and event websites for a variety of Advancement events, ensuring accuracy, functionality, and a positive registrant experience. • Works closely with Leadership Engagement, Prospect Development and Decision Support, and Communications teams to manage VIP attendance and registration lists throughout the event lifecycle. • Prepares custom and ad hoc registration reports, RSVP tracking, and event data summaries to support event planning and operational decision-making. • Partners with the Associate Director and Advancement Technology team to troubleshoot and resolve issues related to event registration systems, reporting, and data management. • Supports event technology initiatives and projects that enhance event management operations and registration processes across Advancement. • Executes backend registration updates and modifications to support accurate event registration management and attendee tracking. • Provides onsite registration and operational event support, including badge printing, volunteer training, and management of registrant check-in processes. • Manages the production and assembly of event materials, including nametags, seating materials, and other registration-related collateral. • Identifies opportunities to improve the quality, accuracy, efficiency, and effectiveness of event registration processes and contributes to the overall success of Advancement events. • Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, and building networks within the University and with colleagues at peer institutions. • Assists 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. • Works 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. • 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: • Coursework in project management, business administration, communications, marketing, hospitality management, or non-profit management. 

Experience: • Minimum two years of work experience in nonprofit management, development, alumni relations, marketing, public relations, hospitality sector, sales, or similar field. • Background with data analysis and communicating complex topics to non-technical people. • Background managing complex cross-team projects with multiple stakeholders.

Technical Skills or Knowledge: • Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to Advancement, including Phoenix, the University's Donor Relationship Management System. • Proficient in a Microsoft Windows computer environment, especially with Microsoft Outlook, Word, Excel, PowerPoint, and Access. • Proficient using Cvent or comparable registration technology.

Preferred Competencies • Strong organizational, project management and detail oriented. • Manage confidential information with discretion and tact. • Act with integrity, professionalism, and confidentiality. • Work collegially and collaboratively in a team setting. • Prioritize multiple projects and independently follow through with detail. • Outstanding interpersonal and communication skills characterized by the ability to listen, speak, and write effectively. • Self-motivated and take initiative.

Working Conditions • This position has a hybrid work schedule which includes weekly in office presence. • Standard office environment. • Travel to campus and/or non-campus locations for University business. • Work evenings and weekends as needed. • This position is located in Hyde Park at 5235 South Harper Court. • This position is not eligible for employer-sponsored employment authorization.

Application Documents • Resume/CV (required) • Cover Letter, addressed to Hiring Committee (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 3

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