A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
NOTE: This is a 9-month limited-term appointment with the potential to re-evaluate for an extension!
Reporting to the Assistant Director, with broad latitude for the exercise of independent judgment and initiative within established guidelines, the Event Manager will work with internal, external and student clients and service providers to manage client program logistics. The Event Manager will indirectly supervise support and student staff as dictated by contracted business.
Manage the planning and execution of the assigned program, including scheduling and monitoring of all logistical and support service arrangements (dining, catering, facilities, housing, registration, etc.).
Manage the planning and execution of assigned weddings, family, student, departmental and social events.
Partner effectively with service providers to secure necessary services on campus, and work with outside service providers on behalf of the client; negotiate on behalf of the client and engage services of campus and non-campus services providers to support programs.
Work collaboratively with the sales team; engage in file turnover meetings once the business is contracted by the Sales team
Maintain program data in event management software; exercise diligence in updating program confirmations (added billable items, price changes, and customer-driven changes) and ensure signatures and funds are received within appropriate timelines.
Ensure the safety and security of summer residents.
Assist and provide other support to conference operations as assigned.
Staff client programs as assigned by Associate Director of Operations and as dictated by client contract.
Accountable for the creation and execution of program budgets
Authorize payments for materials, services, and other conference-related expenses.
Assist with client billing process (audit and approve billing)
Assist with client file set-up per established guidelines.
Reconcile P-card statements on a monthly basis.
Respond to inquiries from returning clients regarding the use of facilities and services for conferences; log event details in the event management database.
Work with the sales team to ensure optimized summer occupancy.
Assist with the development of bid proposals and budgets, and contracts for new and returning business; process executable contracts.
Assist with yield management strategies to maximize the use of University facilities.
As a member of Conferences & Events and the Division of Student Affairs, serve on various committees and work teams as requested.
Attend and participate in staff training and professional development opportunities.
Other duties as assigned.
Bachelor’s degree or relevant experience of 4 or more related to the role
Minimum 2 years of event management experience in a corporate hospitality or university environment
Working knowledge and proven experience with Microsoft Office Suite (to include Word, Excel, PowerPoint, and Access), and event management software.
Experience building strong customer relationships
Strong organization, communication, and attention to detail in order to effectively plan successful events within deadlines.
Valid drivers license
Wedding planning experience
Experience in, or strong familiarity with, higher education
Experience in conference planning or hospitality industry
EMS or other event management software experience
These are the criteria that the hiring team will be evaluating the candidate for
Requires initiative, the ability to work in cooperation with staff, meet deadlines, excellent interpersonal skills, and a demonstrated aptitude in handling and resolving details.
Ability to work under pressure and handle multiple projects accurately, independently and productively.
The person in this position routinely communicates with students, alumni, recruiters, faculty, about hosting, programs, events, activities, and conferences on the U-M campus.
On occasion will be expected to work weekends, early mornings and evenings/late nights.
May occasionally require more than 40 hours a week.
Manager will reconcile their own PCard
On occasion could be expected to work weekends, early mornings and evenings/late nights. Also, this job may occasionally require more than 40 hours a week.
The incumbent is required to remain in a stationary position for extended periods of time, transport bulky objects (when needed).
The person in this position routinely moves materials weighing up to 20 pounds to campus locations or other venues for events and conferences.
The person in this position occasionally moves through the building and campus to attend meetings/events and access clients, files or information.
The Event Manager will indirectly supervise 5-10 support and student staff.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 179359
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.