Meetings and Special Events Assistant

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How to Apply

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.

Summary

Manage the gateway of University Unions Event Services and Michigan Union or League Administrative offices by answering and routing customer calls; adeptly handling varied customer inquiries; scheduling events and creatively solving scheduling conflicts; querying clients for fundamental event details; supporting students and their student organization work; supporting event managers and other building staff with administrative assistance, detailing catering and a/v details for some simple events.

Responsibilities*

Front Desk and Event Operations (60%)

• Manage phone/email/walk-in client inquiries regarding event space, room set up, audio visual equipment, food service. Help with general building and Conference and Event inquiries.
• Complete online scheduling system user requests and virtual room reservations
• Update client/scheduling database, including reservations, authorized signers, comments, and violations
• Support building staff operations and events
• Create diagrams for custom room set ups using online software system
• Communicate details for a/v and catering needs for meetings and small events
• Send letters regarding policy violations to facility users
• Train and support student staff

Administrative Support (25%)

• Receive packages and sort mail, send return packages
• Update digital displays
• Order supplies and maintain office equipment
• Assemble information packets for prospective clients
• Help with registration for campus events

Financial (10%)

• Ensure that signatures and funds are secured in advance of events
• Manage payments, including sending payment links, posting payments and refunds, and depositing funds

Other (5%)

• Participate in team meetings
• Serve on department and campus-wide committees
• Participate in staff training and professional development opportunities
• Report to the Assistant Director for Social Sales

Required Qualifications*

• High School Diploma or GED Equivalent
• Extraordinary customer service skills
• 2+ years in office type environment, such as a front desk, or equivalent experience

Desired Qualifications*

• Associates or Bachelor's Degree
• Familiarity with EMS scheduling software, Social Tables, and Team Dynamix
• Familiarity with University policies

Additional Information

Position Criteria

• Skills: Communication, organization, attention to detail, customer service, interpersonal skill
• Abilities: Multi-tasking, computer proficiency
• Competencies: Event logistics, problem solving

Financial/Budgetary Responsibility

• Work within budget to order office supplies

Working conditions

• Must be able to work and multitask in a fast-paced environment

Physical requirements

• None

Direct reports

• None

Additional Information 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

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 Opening ID

244619

Working Title

Meetings and Special Events Assistant

Job Title

Meetings & Special Events Asst

Work Location

Ann Arbor Campus

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Dsa University Union

Department

Event Services Sales

Posting Begin/End Date

1/29/2024 - 2/05/2024

Salary

$39,650.00 - $44,000.00

Career Interest

Hospitality