Events and Program Administrator

Overview

Department PSD Applied Data Science:
Operations and IT. The Master’s in Applied Data Science program (MS-ADS) is a professional graduate program within the Physical Sciences Division (PSD) and the Data Science Institute (DSI) at The University of Chicago. The program trains and educates students in Data Science and AI for careers in industry. It serves professionals with technical backgrounds, offering in-person and online degree pathways with a mix of full-time clinical faculty, part-time adjunct faculty, part-time lecturers, and instructional support staff.

Faculty are industry experts with experience in full-time data science positions outside academia.

Learn more about the program at (Use the "Apply for this Job" box below)./

The MS in Applied Data Science seeks an Events and Program Administrator to support the planning, coordination, and execution of program events and to assist with administrative operations. The Administrator reports to the Executive Director and contributes to the success of institutional, student-facing, and faculty-driven programs.

• In collaboration with Student Affairs, Career Services, Instructional Services, Marketing, and Enrollment Management, lead logistics for major student-facing events (e.g., Immersion Weekend, Autumn Kick-Off, End of Year Celebration, Lunch & Learn, etc.).
• Coordinate venue sourcing, hotel and vendor contracting, and manage Banquet Event Orders (BEOs).
• Serve as a point of contact with internal partners, external vendors, and student/alumni groups to support event planning and execution.
• Develop event budgets and oversee expense processing and reconciliation.
• Prepare presenters and hosts regarding content, format, scheduling, and day-of expectations.
• Staff events onsite to ensure smooth execution from setup through conclusion.
• Schedule and send invitation emails, track RSVPs and attendance, and maintain registration lists.
• Create event materials, timelines, and communications to support planning and execution in collaboration with the Assistant Director, Marketing and Communications.
• Support faculty and alumni events, offering recommendations to strengthen and streamline event processes.
• Serve as the unit’s subject matter resource for virtual and hybrid event platforms (e.g., Zoom).
• Collaborate with stakeholders to understand event needs and facilitate planning.
• Coordinate with Operations Coordinators to schedule on-site events, ensuring space availability, room layouts, technology requirements, and other logistics.
• Assist with managing logistical tasks for internal staff gatherings, communications, and project timelines.
• Provide daily administrative support to program leaders and support cross-program operations (project planning, scheduling, calendar management, room reservations, expense tracking, faculty travel logistics, and coordination of deliverables for meetings, lectures, and projects).
• Research, compile, and analyze data to create reports and proposals for leadership. Implement ideas for improvement and provide post-event feedback on turnout and vendor performance with guidance from others.
• Assist with research, including vendor selection and contract negotiation. Track expenses and prepare cost reports following existing procedures.
• Perform other related work as needed.

• Education:
  
  A college or university degree in a related field.
• Work Experience:
  
  2–5 years of work experience in a related job discipline.
• Certifications:
  
  None required.

• Bachelor's degree.
• Experience in event planning or administrative roles, particularly in higher education.
• Prior experience with event coordination and project management.
• Strong customer service, initiative, organizational skills, and ability to handle multiple priorities.
• Excellent oral and written communication; discretion with sensitive information; calm under pressure.
• Technical aptitude with business software; proficiency in MS Office.

• Partially remote work based on program needs; occasional travel within the Chicagoland area.
• Evenings and weekends with advance notice; ability…