ABOUT THE CHICAGO SCHOOL
The Chicago School educates the next generation of change-makers in innovative theory and culturally competent practice to strengthen the integrated health of individuals, organizations, and communities. We enroll over 6,000 students across 40+ academic programs culminating in a bachelor’s, master’s, or doctoral degree or a professional certificate, and our unique approach to impact-focused education has made us a leading nonprofit university for over 40 years.
As an employee at The Chicago School, you can become a member of a university community committed to true inclusion and equity. At The Chicago School, we celebrate individuals of all backgrounds and identities for who they are and what they can contribute. We take pride in hiring and retaining the most dynamic, talented, and passionate professionals who will help us continue to innovate for decades to come.
POSITION SUMMARY
The Chicago School seeks a talented, dedicated professional to serve as our Student Life and Events Coordinator (Coordinator). Reporting to the Senior Director of Student Life and Events, the Coordinator’s role will be to execute exceptional student events across multiple campuses, with a particular focus on planning and orchestrating commencement ceremonies.
This position requires moderate travel to our locations in southern California, Chicago, Washington D.C., and Richardson, TX, to directly support events. Preference will be given to candidates located within commuting distance to our Washington, D.C. campus. As many events occur on evenings and weekends, schedule flexibility is essential. The Coordinator will ultimately ensure our commencements and student-centered programming consistently receive excellent reviews, advance enrollment and retention goals, and advance the University’s brand.
PRINCIPAL DUTIES
Event Planning and Logistics
· Design comprehensive project plans covering all details from event conceptualization to completion
· Manage venue layouts, room configurations, setups, and teardowns
· Develop innovative event themes and concepts aligned with university brand and initiatives
Communication and Promotion
· Craft, coordinate, and manage event communications like invitations, programs, scripts, and presentations
· Keep stakeholders informed to ensure successful participation through meetings, project management tools, email, and other mediums
· Promote events through email, social media, and other channels
Problem-Solving
· Troubleshoot issues to avoid disruptions, using contingencies as needed
· Adjust plans when the unexpected occurs to minimize participant impact
· Learn from experience to continually improve event delivery
Stakeholder and Participant Management
· Direct speakers, stakeholders, and participants to enable smooth execution
· Guide graduates through key milestones from invites to processionals
· Collect feedback to drive ongoing enhancements
· Serve as a central resource for stakeholder questions. Monitor and respond to Student Life inboxes. Triage requests as needed and route to appropriate support staff.
Vendor and Venue Management
· Help select, negotiate with, and manage external vendors and venues
· Ensure readiness through venue site visits and day-of walkthroughs
· Help secure necessary documentation such as contracts, permits, and insurance
Continuous Improvement
· Set performance indicators to quantify event success
· Create and maintain guidance documents and playbooks based on learnings so future events replicate positive outcomes
· Apply lessons learned to solve root causes behind issues or complaints
Project Management
· Manage multiple complex timelines while meeting all deadlines
· Constantly monitor budgets, provide status updates, and adjust as required
· Guide cross-functional teams through seamless end-to-end execution
BASIC QUALIFICATIONS
· Bachelor’s degree
· 3+ years managing large conferences, ceremonies, or formal functions
· Flexibility to work evenings and weekends with travel to campuses
· Strong project management abilities and experience
· Professional-level Microsoft Office and event management software skill
PREFERRED QUALIFICATIONS
· Strong organizational and project management skills.
· Excellent communication and interpersonal abilities.
· Creativity designing events tied to organizational goals
· Ability to drive consensus and make decisions amidst uncertainty
· Experience resolving complex challenges
· Knowledge of accessibility and inclusion best practices
Compensation & BenefitsThis opportunity is budgeted at $45,000-65,000 base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.
https://www.thechicagoschool.edu/career-opportunities/
The Chicago School is an Equal Opportunity Employer.
Please note: For the protection of faculty, staff, students, and all who enter our facilities, The Chicago School strongly recommends that all employees are fully vaccinated for COVID-19 per CDC guidance.
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