The Office for Health Equity and Inclusion (OHEI) is seeking an experienced, energetic, friendly, and extremely organized individual for its Meeting/Special Events Planner position. The basic function and responsibility of this position is to plan, coordinate, and produce a wide variety of events for the office. These events range from celebratory, ceremonial, educational, and marketing, which occur on, or off-campus. This includes open houses, recruitment weekends, symposia, conferences, lectures, exhibits, alumni weekend, donor events, commencement, etc. The successful event planner will support all aspects of the planning and delivery of events by working with development, student services, and admissions and recruiting.
Essential Function and Duties
Key among the responsibilities will be logistics management for events which includes location/site selection and management, catering, audio/visual or other technical support, transportation and communication. The event planner will lead the coordination with other OHEI professional and technical staff, as it relates to event set-up and cleanup, as well as follow-up activities as needed. The position reports to the Administrator, and may supervise work-study student assistants who assist with event promotion and support.
- Ability to execute logistics for all OHEI functions, recruitment fairs, alumni weekends, symposia, and celebratory, educational events as directed.
- Coordinate promotional materials for events.
- Research and assist in site/venue selection, catering selection, event set-up, and promotion.
- Coordinate on-site and off-site meeting and training logistics for room set-up and breakdown; including packing training materials and transporting materials and equipment to/from the training site.
- Responsible for providing on-site support at trainings and meetings to clients, staff and participants.
- Assist with planning, arranging & scheduling services and venue logistics from external vendors and internal UM departments.
- Communicate with event participants and vendors via participant logistic letters, vendor request for proposals, follow up calls, vendor visits and appointments and personal interactions at events.
- Ability to plan events within the given budget and to track event details and expenses, develop budget proposals, assist in conducting purchasing reconciliations, and preparing reports on activities costs.
- Ensure proper and timely set up of audiovisual and other components.
- Draft correspondence and training materials with critical attention paid to grammar, punctuation and spelling.
- Assist in meeting and training logistics by preparing agendas, nametags, table tents and relevant materials; schedule rooms and off-site facilities.
- Bachelor's Degree in related area and/or 2-4 years of experience planning and coordinating large and small events.
- Demonstrated self-starter and multi-tasker.
- Able to plan events under tight time lines.
- Exhibits a level of creativity and strong attention to detail.
- Experience working with caterers including menu planning.
- Comfortable communicating with a large variety of administrative and instructional faculty and staff about work progress.
- Strong communications skills and ability to coordinate with a variety of university and event-support staff, including IT, transportation services, etc.
- Experience using Microsoft Excel and Microsoft Project and Concur a plus.
- Knowledge of principles and practices related to diversity development and educational issues.
- Excellent verbal and writing skills.
- Initiative and innovation in solving challenges.
- Ability to adapt quickly to changing requirements.
- Perform other duties as assigned in support of OHEI’s training and meeting events
- Preferred experience managing larger events.
- Familiarity with the Academic Medical Center’s, policies, and procedures is desirable.
Part time 24-32hrs/week.
Supervision received from Director and Administrative Lead.
Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act.
Job openings are posted for a minimum of seven calendar days. This job 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.