Event Coordinator

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. Under general direction from the Director of Events, this incumbent will plan, schedule, manage, implement, and evaluate donor, alumni and friend, student, faculty and staff events for the College of Engineering Office of Advancement and Office of the Dean. Ensures protocol is followed. This is a demanding position. It requires planning and executing a high volume of events to the standards of excellence long held by Michigan Engineering. Characteristic duties and responsibilities may change over time to reflect the evolving needs and priorities of the College. Responsibilities Assist with planning events by carrying out logistics including speaker arrangements, hotel accommodations, audio visual needs, room reservations, site designs, facility arrangements, catering, parking, transportation and other vendor services. Staff events, including oversight of site setup and vendor arrangements. Prepare relevant informational materials and invitation text. Assemble components for mailings related to events and meetings; coordinate the mailing or emailing of save the date cards, invitations, confirmations and meeting packets. Design and generate the online response site for selected events, including the text and relevant fields. Prepare schedules, agendas and informational material for events and distribute those to stakeholders and service providers as necessary. Prepare University forms such as work orders, parking requests and transportation requisitions. Arrange for billing of event expenses in coordination with the Dean's office, other Advancement and College of Engineering staff. Track event budgets and expense summaries. Prepare post-event evaluations, soliciting input and compiling feedback from all staff involved in the event. Maintain data in the event management databases, track individual participant records and their response status. Generate reports on a scheduled and as-needed basis. Oversee the printing of name tags, place cards, table tents and menu cards and their organization for use or distribution at the event. Monitor and manage use of office inventories (invitations and other paper stock, badge holders and gift items). Reorder as needed. Prompt administrative staff to create briefing information (including schedules and background information) on selected University and non-University participants in College of Engineering and/or University of Michigan events for the Dean, faculty members or University executive officers as appropriate. Respond to telephone, e-mail, mail, fax or in-person inquiries about events, providing information and interpreting policies and procedures within a 48-hour period. Staff events as needed. Prepare and submit P-Card statements accurately and on time. Work together with supervisor and staff to plan and execute Michigan Engineering events such as Departmental Professorship events, Office of Advancement Events, Faculty Honors Dinner Dance, Spring Graduation, Michigan Engineering Homecoming Weekend and Scholarship Fellowship Luncheon. Duties will include, but are not limited to: communication with alumni, faculty, students and staff. Preparation of all diagrams and supporting documents such as overview schedule, programming, set-up and tear down. All other duties as assigned by supervisor. Qualifications A bachelor's degree or an equivalent combination of education and experience Excellent interpersonal and communication skills Ability to function well among colleagues and guests under high pressure situations Availability to staff events on weekends and before 8 a.m. and after 5 p.m. on weekdays Valid driver's license and vehicle to pick-up and deliver materials in preparation for events Extensive knowledge using G Suite and Microsoft Office Flexibility with changing circumstances and work schedule Experience working in the educational sector Knowledge of University organization policies and procedures Physical Demands and Work Environment May require moving event equipment weighing up to 10 pounds across campus for various event needs. Requires the ability to travel to various locations to host and support events. May require work during early mornings, nights, and/or weekends. The person in the position may travel domestically and internationally, as required. The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act. The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities. #J-18808-Ljbffr