Clicking "Apply Now" opens the link in a new window.
How to Apply
A cover letter is required for consideration for this position and must be attached as the first page of your resume. The letter should address your specific interest in and outline skills and experience that directly relate to this position. Applicants who do not meet these requirements will not be considered.
The Horace H. Rackham Graduate School is the home of graduate education at the University of Michigan and offers a remarkably broad and rigorous array of graduate degree programs that are among the very best in the country in each field of study. The U-M attracts outstanding students to graduate study and prepares them to make lasting contributions to society through successful careers in professions and academic disciplines. The Rackham community of scholars, researchers, students, and staff is engaged in the creation of new knowledge, new discoveries, and the formation of our future leaders. The School is an international leader in the development of best practices for graduate education. Further, Rackham is strongly committed to diversity and inclusion as a means of achieving and sustaining excellence.
This position plays a critical role in providing high quality event coordination support for the Academic and Professional Development programs in the Rackham Graduate School. Responsible for the planning, organizing, and managing of various events, both on campus and off-site. Maintain records of event-related time lines, financial reports, participant data, and history.
Core working hours are M-F 8:00 a.m. to 5:00 p.m. Occasional flexibility of work hours during work week and on weekends will be necessary.
Job responsibilities include but are not limited to:
Event Planning: Responsible for a range of events from meetings to multi-week workshops. Keep event calendars up-to-date with event details. Manage event registration. Plan for catering, hosting, venues, travel and other details. Coordinate with internal and external vendors to meet event needs. Communicate with guests/visitors regarding itineraries, travel, and hotel arrangements. Work closely with the Program Manager and Academic Program Managers to develop event programming and agendas. Create and maintain procedures manuals for event protocols and annual event budgets. Utilize Client Relations Management system to manage event registration and participant data.
Event Logistics: Organize event logistics including catered events, workshops, and receptions. Coordinate on-site arrangements including catering, participant sign-in, and room set-up and clean-up (including assisting with equipment and furniture setup and tear down as necessary). Manage and assist with AV/computer needs for events. Transport event supplies to locations throughout the Rackham building and to other event sites on and off campus. Travel to various locations on and off campus to deliver and/or pick up event supplies. Communicate event needs and agenda effectively with program managers and event attendees. Create and analyze event evaluations. Conduct long-term program evaluation, including analysis of multi-year program evaluations and annual reporting on event data, including participant and cost analysis. Input and analyze evaluation results, and manage program wrap up to synthesize costs and evaluation feedback from students and staff.
Manage Communications: Coordinate publicity and communication strategies with Rackham Communication department for all events. Produce meeting/event handouts or other necessary materials as needed. Update events information and calendars on various websites as needed. Coordinate with other units across campus to ensure that events are well publicized and attended.
Event Management: Coordinate financial activities related to events. Work closely with the Program Manager and Academic Program Managers to develop event budgets. Manage PCard expenses, facilitate payment to guest speakers/lecturer and others as needed. Coordinate the processing of travel reimbursements, hosting expense reports, and non-PO vouchers as needed. Provide report on categorical and aggregate cost for each event. Track expenditures, review reports for accuracy, and investigate and resolve problems.
Coordinate with Rackham’s Recruitment and Engagement Event Coordinator to support larger Rackham events, including Michigan Humanities Emerging Research Scholars Program (MICHHERS) and Rackham Fall Welcome. Attend various staff and team meetings. Track and manage action items from meetings and events. Assist other team members as needed.
Bachelor's degree or equivalent administrative and/or events assistance experience. 1-3 years’ experience acting in an administrative/events coordination support role.
Excellent planning, organizational and work coordination skills are necessary, including a positive, flexible, responsive service-oriented attitude, and the ability to manage a large and diverse workload with excellent attention to detail and the ability to prioritize and meet deadlines in a timely manner.
Must be able to take direction from multiple individuals and have proven ability to prioritize tasks with conflicting deadlines.
Demonstrated accuracy, attention to detail, professional demeanor and presentation are necessary.
Proven ability to work and collaborate well with others.
Ability to respond with appropriate urgency to situations that arise and solve problems proactively and efficiently.
Demonstrated customer service attitude and experience and excellent interpersonal communication skills are essential, including the capacity to build collegial relationships with students, faculty and staff within the Graduate School and across the University.
Ability to work with a wide range of people who represent our diverse and multi-cultural society.
Excellent communication skills, including cross cultural oral and written communication skills.
Advanced computer skills, including proficiency in Microsoft Office Suite (Word, PowerPoint, Excel) and Google Applications/Tools.
Understands and values diversity and the importance of inclusion as demonstrated through a commitment to apply and incorporate the differences, complexities, and opportunities that diversity brings to an organization.
This position requires the ability to ascend and descend stairs and to frequently move and/or position equipment including audio-visual equipment, tables and chairs, and event supplies.
Familiarity with the University's M-Pathways system as well as Concur and PCard reconciliations.
Familiarity with a wide range of social media communications (e.g., Facebook, Twitter, LinkedIn) and digital collaboration tools.
Experience working with students from international countries.
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.