Meetings & Special Events Coordinator

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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