Dean's Office Events Manager

Ann Arbor, MI, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Weekend Shifts

Benefits

Medical insurance

Dental Insurance

Vision Insurance

Retirement Plan

Paid Time Off

Job Description

The University of Michigan Medical School Dean's Office is a prestigious academic institution renowned for its commitment to advancing medical education, research, and clinical care. Part of one of the largest healthcare complexes in the world, Michigan Medicine, the Medical School consistently leads in groundbreaking medical and technological innovations since its founding in 1850. The Dean's Office supports these efforts through various initiatives and events that foster faculty, staff, and community engagement, celebrate achievements, and promote the strategic goals of the institution.

This full-time, exempt position is based at the Ann Arbor campus and offers a hybrid mode of work, blending on-site presence with flexible remote work. The Dean's Office Events Manager plays a critical role within the MM Executive Administration, reporting directly to the Manager of the Executive Search and Project Team. The role is highly service-oriented and demands an experienced event professional capable of delivering seamless, high-profile events. These events include lectures, awards ceremonies, symposia, candidate visits, faculty and staff engagement initiatives, and special recognition programs.

The Events Manager will be entrusted with managing a comprehensive portfolio of events that reflect the professionalism and strategic priorities of the Medical School Dean's Office. This involves end-to-end event management—from brainstorming event strategy in partnership with senior leadership to the after-action evaluation of each activity. The position requires proficiency in budgeting, vendor relationships, communications alignment, and stakeholder engagement, ensuring every event achieves its intended impact and offers a polished, inclusive experience for all participants.

Candidates ideal for this role demonstrate strong project management capabilities, high attention to detail, sound judgment, and exceptional customer service orientation. The work requires balancing multiple priorities and collaborating effectively with a variety of stakeholders including faculty, staff, senior leaders, vendors, and cross-functional teams. Additionally, the role demands proactive problem-solving skills to anticipate needs and address challenges as they arise. Candidates should be prepared to work occasional early mornings, evenings, or weekends depending on event schedules, ensuring all occasions run with flawless execution.

Joining Michigan Medicine offers a unique opportunity to contribute to a world-class academic health system recognized globally for excellence and innovation. The benefits package includes excellent medical, dental, and vision coverage effective on the first day of employment, along with a 2:1 match on retirement savings, underscoring the institution's commitment to employee wellbeing and career growth. This role is perfect for individuals passionate about hospitality and event management in an academic health care setting, ready to make a meaningful impact through strategic, well-executed events.

Job Requirements

Bachelor's degree or equivalent combination of education and experience
4-6 years of progressively responsible event planning special events program coordination or project coordination experience
experience managing complex events involving multiple stakeholders timelines vendors and logistical components
strong project management organizational and communication skills
demonstrated ability to manage multiple events projects and deadlines simultaneously
experience developing event timelines budgets run-of-show documents planning tools and logistics plans
strong customer service orientation and professional judgment
ability to work effectively with senior leaders faculty staff external guests vendors and cross-functional teams
demonstrated attention to detail and ability to anticipate needs solve problems and follow through independently
proficiency with Microsoft Office Google Workspace or similar platforms
ability to work occasional early mornings evenings or weekends based on event schedules

Job Qualifications

Bachelor's degree or equivalent combination of education and experience
4-6 years of progressively responsible event planning special events program coordination or project coordination experience
experience managing complex events involving multiple stakeholders timelines vendors and logistical components
strong project management organizational and communication skills
demonstrated ability to manage multiple events projects and deadlines simultaneously
experience developing event timelines budgets run-of-show documents planning tools and logistics plans
strong customer service orientation and professional judgment
ability to work effectively with senior leaders faculty staff external guests vendors and cross-functional teams
demonstrated attention to detail and ability to anticipate needs solve problems and follow through independently
proficiency with Microsoft Office Google Workspace or similar platforms
ability to work occasional early mornings evenings or weekends based on event schedules

Job Duties

Develop and maintain an annual calendar of events programs and special initiatives
partner with leadership and colleagues to define event goals audiences timelines formats and success measures
coordinate event planning timelines task lists run-of-show documents production schedules and related planning tools
recommend event formats venues vendors engagement strategies and logistical approaches
proactively identify opportunities to improve event quality consistency efficiency and stakeholder experience
manage event logistics including venue selection room reservations catering audio-visual needs parking signage registration seating name tags printed materials and day-of coordination
serve as primary point of contact for internal service providers and external vendors
staff events as needed and oversee on-site execution to ensure smooth professional experience
develop run-of-show documents and briefing materials for speakers presenters and leadership
coordinate contingency plans for weather technology issues speaker changes attendance shifts or other needs
coordinate complex travel itineraries including flights accommodations ground transportation and related logistics
develop monitor and track event budgets in partnership with administration and finance colleagues
process or coordinate purchasing contracts invoices reimbursements and related financial transactions
maintain preferred vendor lists historical cost data and recurring event budget information
identify opportunities for cost savings and efficiencies
ensure compliance with university procurement finance and vendor management policies
collaborate with partners across communications marketing development faculty affairs administrative units department representatives facilities it audiovisual teams and other stakeholders
coordinate with speakers award recipients faculty leaders staff honorees external guests donors alumni and institutional leaders
ensure dean and senior leaders receive appropriate event support briefing materials schedules and logistical details
provide responsive professional customer service to internal and external partners
partner with communications and marketing colleagues on invitations promotional timelines event webpages programs remarks slides signage and follow-up messages
manage or coordinate RSVP and registration processes
track attendance and engagement data and prepare participant reports
support post-event surveys stakeholder feedback collection and other evaluation activities
ensure event communications are timely accurate accessible and aligned with standards
establish templates checklists timelines planning calendars and standard operating procedures for recurring events
conduct post-event debriefs and document lessons learned
track metrics such as attendance budget performance stakeholder satisfaction audience reach accessibility practices and participant feedback
recommend improvements to strengthen future event planning execution and impact
promote consistency accessibility inclusion and continuous improvement across event portfolio