Posted: 05-Oct-24
Location: Ann Arbor, Michigan
Salary: Open
Internal Number: 255303
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.
Department Summary
The William Monroe Trotter House officially opened its doors as a Black Student Cultural Center in 1971 and was named after publisher and civil-rights activist William Monroe Trotter. In 1981, the mission of the Trotter House was expanded to signal a focus on intersectional liberation, and its name was changed to the William Monroe Trotter Multicultural Center. The Trotter Multicultural Center builds on its historical heritage of strengthening relationships and generating collective power that disrupts patterns of inequity, restores and celebrates cultural heritages, and cultivates racial healing within student experiences. In April 2019, the William Monroe Trotter Multicultural Center moved into a new facility located in the center of campus, expanding programs, operations, and reservable space for the U-M community.
Position Summary
The Events and Facilities Manager will oversee the operational, logistical, and facilities-related needs of the Trotter Multicultural Center. This role is responsible for ensuring the smooth execution of events, managing the general operation of the building, and maintaining the Center's facilities, equipment, and technology. The Trotter Multicultural Center includes a 3-section multipurpose room used for classes and events, 3 spaces exclusively available for students, 2 meeting rooms, 2 reflection spaces, 2 Huddle Spaces, 1 Quiet study room, and 20 student organization locker spaces.
This position will work closely with university departments, external vendors, and campus partners to deliver high-quality events and services that support the mission of Trotter. This individual will ensure that the physical space, resources, and systems are effectively managed to create an inclusive and welcoming environment.
Event Management and Support (40%)
- Manage and monitor the use of facilities and equipment, overseeing over 1,900 annual room reservations, including internal locker reservation processes for student organizations.
- Timely review of requested events to ensure alignment with Trotter's mission
- Responsible for leading Trotter actions and agreements with key partners such as Conference & Event Services, including timely review of space and event requests and communication
- Cultivate, coordinate, and manage events held at Trotter, working closely with internal and external stakeholders to ensure smooth operations from start to finish. This includes overseeing setup, breakdown, and logistics for events, including room layout, audiovisual needs, and staffing requirements.
- Coordinate with marketing teams to promote events, ensuring that promotional materials and communications are distributed in a timely manner.
- Develop and implement event evaluation processes to assess the success of programs and provide recommendations for improvements.
- Ensure compliance with university policies and procedures during events, including safety regulations and occupancy limits.
- Perform duties of Student Experience Supervisor (offering evening and or weekend coverage) in the event of absence as needed
Facility Operations and Logistics (35%)
- Serve as the primary liaison between the Trotter Multicultural Center and University Facilities Operations, Student Life Facilities Operations, Conference and Event Services, and LSA Technology Services.
- Maintain strong working relationships with key partners, including Custodial Services, Plant Operations, and relevant external vendors.
- Submit and monitor the completion of work orders
- Oversee usage of the audiovisual equipment in the Center, including regular maintenance, upgrades, and staff training to support events.
- Communicate Trotter's space needs, building closures, and other important updates to ensure they are reflected accurately in the Event Management System (EMS).
- Attend meetings related to space reservations and operational logistics, ensuring clear communication with internal and external stakeholders.
- Develop, maintain, and regularly update mutual understanding documents regarding reservation policies, room setup capabilities, and staff training requirements.
- Regularly edit and refine the facility use policy to ensure it is up-to-date, accurate, and aligned with university policies.
- Recommend and implement improvements to organizational structures, processes, and systems that ensure efficient and consistent facility and operations management.
- Inventory and manage building furnishings, supplies, student staff uniforms, and other materials required for building operations; request supply orders or maintenance as needed.
Team Collaboration and Training (15%)
- Coordinate with TMC student staff employees responsible for front desk operations, event support, and facility management.
- Participate in ongoing training and development for staff on topics such as event support, facility operations, and customer service.
- Ensure staff are knowledgeable about audiovisual equipment and can provide technical support during events.
- Monitor student staff performance, provide feedback, and support professional growth within the team.
Safety, Security, and Compliance (10%)
- Collaborate with university safety and security teams to ensure the Trotter Multicultural Center adheres to all safety regulations and standards.
- Work with campus security to address any safety concerns or incidents that arise during events or daily operations.
- Oversee building maintenance and security measures, including access control, building inspections, and emergency procedures.
- Coordinate regular safety drills, emergency response training, and other preparedness initiatives to ensure staff and patrons are familiar with safety protocols.
- Ensure compliance with all university, state, and federal regulations related to facility operations, safety, and event management.
- Other Duties
- Performs other duties as assigned.
- Bachelor's degree in a related field (e.g., Student Affairs, Hospitality, Sociology, Psychology, Social Work)
- Demonstrated experience with community engagement, outreach, and/or training
- Demonstrated understanding of equity-focused work that addresses the intersections of various social identities
- 3-5 years of experience in facilities management, event coordination, or a related field.
- Experience managing reservations and event scheduling systems, particularly EMS or similar systems.
- Experience working in a university or multicultural setting.
Position Responsibilities Criteria (leadership and behavioral qualities expected in this position):
- Demonstrated personal and professional commitment to diversity and a solid understanding of and appreciation for cultural, ethnic, and individual differences.
- Excellent communication, interpersonal, and organizational skills.
- Demonstrated ability to problem solve and be adaptable in a fast-paced environment.
- Demonstrated ability to manage multiple priorities and navigate change effectively.
Working Conditions:
- Flexible work schedule required for weekend and evenings on-site or on call due to Trotter Multicultural building hours, meetings and programs. Position may work mostly remotely with expectation to be on site to support peak event times, attend training, and serve as point of contact for facility inspections, or maintenance updates as needed.
Physical Requirements:
- An ability to move and transport objects weighing up to 25-30 pounds.
Direct Reports:
- This position does not directly supervise staff. Works closely with approximately 45 student staff (graduate and undergraduate student staff) who assist with room set-ups, front desk operations, and programming.
This role may have reporting obligations under Title IX and Clery.
Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.
Salary may vary depending on qualifications, experience, and education of the selected candidate.
Relocation will not be offered for this position.
#studentlife
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.
The University of Michigan is an equal opportunity/affirmative action employer.