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.
The conference coordinator will oversee common spaces in the newly renovated Weiser Hall, which sits at the heart of central campus and is home to a diverse collection of units in the College of Literature, Science, and the Arts (LSA). The conference coordinator will serve as the first point-of-contact for common space building users to schedule and coordinate events and high-level meetings. Weiser Hall features a premier event space, executive conference room, and two multipurpose rooms that will be used for team-based learning classrooms and events.
The position requires coordination with several partners: LSA Dean’s Office, LSA Advancement and Weiser Building occupants to set priorities for the premier event space and executive conference room; LSA Movers to schedule furniture moving team to rearrange rooms as needed; LSA Instructional Support Services (ISS) to ensure smooth delivery of audio/visual support for events; and building occupants. The conference coordinator will also work closely with LSA Facilities and Operations regarding overall functionality of the building, and will participate in the Building Users Group.
Although the work schedule is Monday through Friday 8 am to 5 pm, this position may require some flexibility of scheduled work hours on occasion, including early mornings, evenings, or weekends depending on events coverage needs. For more information about Weiser Hall, visit sites.lsa.umich.edu/weiserhall.
Manage building event and classroom spaces
- Manage room reservations, creating and utilizing appropriate tools for tracking events and support needs including audio-visual, room set-up, catering, deliveries and all other needs to ensure successful meetings and events.
- Manage the event space approval process working closely with the LSA Dean’s Office and Weiser Building occupants.
- Prepare weekly event schedules, coordinating the scheduling of event support staff including furniture movers and audio-visual, custodial, and maintenance services.
- Support team-based learning classrooms, scheduling non Registrar blocks of time, ensuring availability of appropriate equipment and seating; (connect instructors with ISS teaching support staff and coordinating LSA Movers as needed for furniture set ups.)
- Hire and supervise student work-study or temporary staff.
- Assist as necessary in all aspects of hosting and advance planning of Dean’s Office and LSA Advancement, as well as all other events in Weiser Hall.
- Work with caterers and other vendors to ensure access to the space and smooth flow of operations during events.
- Coordinate and program building access for events, utilizing card readers at building entrances, in elevators and in stairwells.
- Open and supervise the setup of rooms and provide direct assistance during events as needed.
- Develop, maintain, and enforce facility user guidelines.
- Collaborate with ISS to ensure ongoing maintenance of audio-visual systems.
- Oversee 10th floor art gallery, coordinating scheduling and placement of rotating exhibits.
- Manage college-provided supplies in catering kitchen (paper products, coffee, tea, condiments).
- Coordinate annual inspection by OSEH - Food Safety of catering kitchen.
- Manage inventory and ordering for LSA Dean’s Office 10th floor catering supplies.
Oversee digital signage and shared conference room calendars
- Manage digital signage infrastructure, posting occupant publicity/notices, and college or university announcements.
- Manage google calendars for shared building conference rooms.
Attend Weiser Hall Building User Group Meetings
- Attend meetings, take minutes, and distribute to committee.
- Maintain regular communication with LSA Facilities Manager assigned to Weiser Hall and the Weiser Hall Building User Group throughout the year as issues arise.
- Support LSA Facilities Manager with developing plans for day-to-day, periodic, and preventive housekeeping and maintenance including carpet, kitchen and furniture cleaning for event spaces.
- Relevant work experience in events scheduling and planning, services coordination, promotion, communications or operations.
- Bachelor’s degree or equivalent experience.
- Excellent interpersonal skills including a positive, responsive, and professional customer-service attitude and the ability to collaborate with potential facilities users.
- Ability to set priorities for competing groups.
- Excellent communication, organizational, and problem-solving skills.
- Experience supervising temporary staff.
- Experience working with faculty, staff, and students in a university environment.
The College of Literature, Science, and the Arts seeks to recruit and retain a diverse workforce as a reflection of our commitments to serve the diverse people of Michigan, fulfill the College’s Guiding Principles, and sustain the excellence of LSA.
To learn more about diversity, equity, and inclusion visit http://lsa.umich.edu/lsa/about/diversity--equity-and-inclusion.html
To learn more about LSA’s Guiding Principles visit http://lsa.umich.edu/lsa/faculty-staff/human-resources/lsa-staff-guiding-principles.html
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.
The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by:
- Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences.
- Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.
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.