Event Coordinator

Ann Arbor, MI, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $40,000.00 - $50,000.00

Work Schedule

Standard Hours

Benefits

generous time off

Retirement plan with two-for-one matching contributions and immediate vesting

Comprehensive health insurance

Life insurance

long-term disability coverage

Flexible spending accounts for healthcare and dependent care expenses

maternity and parental leave

Job Description

Michigan Engineering is part of the University of Michigan, a prestigious educational institution renowned for fostering innovation and developing talent that propels society forward. The College of Engineering stands at the forefront of engineering education and research, committed to creating foundational knowledge and practical technologies that address critical challenges and improve lives. It caters to a broad community that includes students, faculty, alumni, donors, and staff. With a mission grounded in discovery, innovation, and service to the state and national interests, Michigan Engineering provides an inspiring environment that promotes personal achievement and well-being. This dynamic culture empowers all individuals to unlock their potential and confidently contribute to advancing industries and solving complex problems.

This role, based on the Ann Arbor Campus, is for a full-time, regular, nonexempt position as an Event Coordinator - Meetings & Special Events Assistant. Reporting under the general direction of the Director of Events, the incumbent will be responsible for planning, scheduling, managing, implementing, and evaluating a broad portfolio of events. These events include donor, alumni and friend gatherings, student-related activities, faculty and staff functions organized by the College of Engineering's Office of Advancement and the Office of the Dean. This demanding position requires the ability to oversee a high volume of events that meet the high standards for which Michigan Engineering is known. The Event Coordinator ensures adherence to protocol while facilitating the seamless execution of events that foster engagement and strengthen community relationships.

Key responsibilities include coordinating logistics, securing accommodations and vendor services, preparing event materials and communications, managing budgets, and utilizing data management systems to track attendance and engagement. The position requires someone adaptable and detail-oriented, able to handle the evolving needs and priorities of the College. Due to the collaborative nature of events, excellent interpersonal and communication skills are paramount. The role also necessitates flexibility in working hours, including some weekends and early mornings or late evenings. A valid driver’s license and access to a vehicle are required for transporting materials.

The salary for this role ranges from $40,000 to $50,000 annually, reflecting the importance and complexity of the position. This role offers a hybrid work mode at the discretion of the hiring department, blending on-campus engagement with flexible remote working opportunities. Benefiting from Michigan’s comprehensive support and vibrant community, the Event Coordinator will play a pivotal part in upholding the excellence and tradition of Michigan Engineering’s diverse and impactful event portfolio.

Job Requirements

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

Job 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

Job Duties

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 including 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 select 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
All other duties as assigned by supervisor