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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.

Job Summary

Reporting to an Assistant Director, with latitude for the exercise of independent judgment and initiative within established guidelines, the Manager will work with internal and external clients and service providers to manage client program logistics. In addition, the Manager will serve as a liaison to internal and external clients for planning and execution of summer operations.  The Manager will supervise support and student staff as dictated by contracted business. 

Responsibilities*

Operations (75%)

  • Manage summer operations for over 200 programs with over 17,000 participants; including but not limited to residential housing, dining, meeting/classroom space, & parking while working directly with multiple departments across campus.
  • Working directly with internal and external clients, develop online registration, including marketing and visibility strategy, corresponding timelines, and pricing.
  • Coordinates registration process, including fee collection and payment of honorarium and conference expenses.
  • Design confirmation process tailored to client needs, monitor enrollment and capacities, and provide timely reports.
  • Manage the planning and execution of assigned program, including facility selection, arrangements for audio/visual service, transportation, dining, catering, housing, registration, etc.
  • Partner effectively with service providers to secure necessary services on campus, and work with outside service providers on behalf of client.
  • Negotiate on behalf of client and engage services of campus and non-campus services providers to support programs.
  • Oversee facilities, security, and residence education in facilitating early arrival for housing students.
  • Maintain program data in event management software; exercise diligence in updating program confirmations (added billable items, price changes and customer driven changes) and ensure signatures and funds are received within appropriate timelines.
  • Assist and provide other support to conference operations as assigned.
  • Primary activities and decision-making authority are predominantly performed independently affecting business operations to a substantial degree.
  • Staff client programs as dictated by client contracts.

Financial (15%)

  • Work with Business & Finance to process all summer billing; creation of preliminary invoice, communication with client, & closing out of the final invoice.
  • Accountable for creation and execution of program budgets; prepare billing for early move-in.
  • Authorize payments for materials, services, and other conference related expenses.
  • Manage client billing process (audit and approve billing).
  • Reconcile P-card statements on a monthly basis.

Sales (5%)

  • Work with sales team to ensure optimized summer occupancy.
  • Assist with yield management strategies to maximize use of University facilities.
  • Work collaboratively with sales team; engage in file turnover meetings once business is contracted by Sales team.

Other (5%)

  • Hire, train, supervise, schedule, and evaluate student staff for summer operations to achieve customer satisfaction and fulfill departmental administrative needs when necessary.
  • Process payroll for student staff for summer operations when necessary.
  • Track time allocated to specific client program management; oversee tracking for any support staff assigned to a program.
  • As a member of Conferences & Events and the Division of Student Affairs, serve on various committees and work teams as requested.
  • Attend and participate in staff training and professional development opportunities.
  • Other duties as assigned.

Required Qualifications*

  • Bachelor’s degree and a minimum of two years professional experience in an academic or business environment. 
  • Working knowledge and proven experience with Microsoft Office Suite (to include Word, Excel, PowerPoint and Access), and event management software.
  • Valid Driver’s License Required.

Desired Qualifications*

  • Knowledge of Residence Education systems and procedures is highly desirable.
  • Experience in, or strong familiarity with, higher education desired. 
  • Experience in conference planning or hospitality industry will be especially helpful. 
  • Demonstrated personal commitment to diversity and a solid understanding of cultural, ethnic and individual differences.

Additional Information

Position Criteria:

These are the criteria that the hiring team will be evaluating the candidate for

  • Initiative, the ability to work in cooperation with staff, meet deadlines, excellent interpersonal skills, and a demonstrated aptitude in handling and resolving details. 
  • Ability to work under pressure and handle multiple projects accurately, independently and productively.

                       

 

Financial/Budgetary Responsibility

 

  • Accountable for creation and execution of program budgets; prepare billing for early move-in.
  • Authorize payments for materials, services, and other conference related expenses.
  • Manage client billing process (audit and approve billing).
  • Reconcile P-card statements on a monthly basis.

     

    Working conditions

     

  • Must be willing to travel to off-site conference locations.
  • Occasional presence at weekend and off-hours programs will be required.

     

    Physical requirements

     

  • Occasionally move and transport objects weighing up to 50 pounds.

     

    Direct reports

     

  • 15 – 20 Temporary Student Staff for summer operations, partnering with Residence Education.

 

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U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.