Description

The Special Events Manager will oversee the planning and implementation of all events sponsored by Rush Medical College and be responsible for executing these events, including on-campus and off-campus student events. Supports strategic planning and contributes to the continuous improvement of event operations and student engagement initiatives. This role will collaborate with multiple stakeholders, including students, faculty, staff, and volunteers, to ensure the planning and execution of successful events. Exemplifies the Rush mission, vision, and values and acts in accordance with Rush policies and procedures.

Job Responsibilities:
1. Plan and manage all events sponsored by Rush Medical College (RMC), including White Coat Ceremony, Match Day Celebration, AOA Luncheon, AOA Dinner, Awards Ceremony, Commencement Luncheon, Gold Humanism Ceremony, Lori Ann Roscetti Memorial Lecture, and the annual Ambulatory Preceptor Workshop.
2. Collaborate with the RMC Admissions and Student Affairs departments on their specific events and assist as needed.
3. Work with the Vice Dean of Education and Student Experiences and Head of the Division of Translational Sciences (DTS) on annual planning and hosting of the Research Symposium. Interact with staff who are organizing the Research Trainee Day to obtain information relevant to the Research Symposium e.g., cross-checking RMC Research Symposium invites and RSVPs; confirm both RMC Research Training Day and Research Training Day subject/session categories correlate; share publicity and publications created; answer questions or issues pertaining to both events that students may send to us.
4. Collaborate with RUSH University Student Affairs and Alumni Relations in all activities related to graduation and commencement, including Commencement Committee membership and Graduation participation.
5. Point person for Continuing Medical Education (CME) related paperwork required for CME credits awarded at events and meetings, including the annual Ambulatory Preceptor Workshop.
6. Coordinate relevant content with internal websites and newsletter communications.
7. Organize and coordinate all event-related tasks from conception to execution, including but not limited to budget creation, expense tracking, venue selection, marketing, invitations and registration to day of event tasks.
8. Assist with other aspects of event planning, such as processing event-related contracts, conducting venue research, generating post-event reports and sharing insights with leadership.
9. Develop appropriate timelines and monitor the progress of all activities.
10. Share relevant events or meeting information with Rush Medical College staff and when needed to Rush leadership.
11. At the start of the planning process, convene appropriate parties and discuss goals and strategy for each event.
12. Manage relationships with internal and external venues, including communicating Rush guidelines with outside parties.
13. Partner with the Marketing Communications and Creative Media Departments on event correspondence, photo requests, RUSH brand-related requests, and pre- and post-publicity and photos.
14. Generate new event ideas and suggest improvements in event planning, systems, processes, and organization.
15. Other events, special projects, and related responsibilities as assigned.

Requirements

Bachelor’s degree (ideally in hospitality, communications, or marketing).
Two years of experience in Special Events planning in a higher education or other relevant organizations.
Superior written communication and organizational skills.
Comprehensive understanding of Microsoft Office Suite (Teams, Excel, Word, Microsoft Forms and PowerPoint) and social media.
Excellent interpersonal skills when dealing with colleagues, supervisors, students, and families are essential.
Ability to work and collaborate effectively in a team environment and with various stakeholders.
Ability to work independently, prioritize multiple projects and be comfortable taking simultaneous assignments from multiple individuals.
Detail-oriented, self-motivated, sensitive to confidential issues, dependable and flexible.
Job requires willingness to work some nights and weekends.