Job Information
University of Michigan Meetings & Special Events Coordinator in Ann Arbor, Michigan
Meetings & Special Events Coordinator
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Job Summary
The Marsal Family School of Education is seeking a Meeting and Special Events Coordinator to plan, schedule, manage, and implement an array of events for the Office of the Dean, the Office of Development & Alumni Relations, and the Office of Diversity, Inclusion, Justice, and Equity (dije). This position requires attention to detail, proactive thinking and planning, the ability to multitask, effective collaboration across multiple stakeholders, and an overall commitment to excellence. This position will report to the Assistant to the Dean.
Responsibilities*
Function as the point person for Marsal-wide events typically orchestrated by the Dean's Office, including, but not limited to, commencement, convocation, and special guests
Organize the Dean's Advisory Council (DAC) meetings scheduling, meeting preparation, day-of logistics, and post-meeting follow-up, 2 x annually
Provide logistical support for the annual homecoming tailgate, the spring scholars and donors breakfast, the spring new grad welcome reception, and other donor and alumni events (e.g. AERA reception), summer top of the park reception
Provide event support for various faculty and staff meetings and events
Arrange visits for faculty search candidates
Teach Blue Fellows, 2 meetings per year and symposium
Provide occasional event support to the office of Diversity, Inclusion, Justice and Equity
Manage food & beverage service for Faculty, Program Chair and Director (PCAD), and Executive Committee meetings
Back-up coverage for Dean's Office reception
Other duties as assigned
The responsibilities above may require any number of activities listed below:
Oversee day-of event logistics
Prepare agendas and itineraries
Research and select event venues
Make travel arrangements
Prepare RFPs and contract management
Manage catering (menu selection, communication with vendor, provide counts)
Establish design plan to support event goals/themes
Room and table diagramming
Plan for audiovisual needs
Proof/edit event materials
Assist with budget creation and reconciliation
Assist with SWAG, if needed
Pack and ship supplies
Track event registrations
Send event invitations, confirmation, and other correspondence
Print name tags, place cards, table tents and other event materials
Answer phones
Greet visitors
Organize and stock reception area
Required Qualifications*
Excellent interpersonal and communication skills, with a commitment to customer service
Ability to move 25 lbs.
Ability to be physically present for events from set-up to tear-down
2+ years' experience planning and coordinating events
Demonstrated time management, project management, and problem-solving skills
Ability and the willingness to work outside of core hours as needed
Ability to travel for work
Extensive knowledge of Microsoft Office and G-Suite tools
Desired Qualifications*
4+ years' experience planning and coordinating events
Familiarity with the University of Michigan's organization, as well as its policies and procedures
Experience working in hospitality, business, and/or in fundraising
Work Schedule
This position will be in person Monday-Friday 8am-5pm
Work Locations
The Marsal Family School of Education is located at 610 E. University, Ann Arbor, MI
Modes of Work
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
Application Deadline
Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
Job Detail
Job Opening ID
256702
Working Title
Meetings & Special Events Coordinator
Job Title
Meeting/Special Events Planner
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Onsite
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
School Education
Department
MARSAL EDUC - School of Educ
Posting Begin/End Date
11/11/2024 - 11/25/2024
Salary
$53,000.00 - $62,000.00
Career Interest
Hospitality
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