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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

Department Summary

Conference and Event Services provides one stop shop services to groups hosting their events on campus. Our conference arm works closely with residence halls to provide housing and other services for summer conference attendees.  Our off-premise catering arm delivers catering services throughout campus and the Ann Arbor community.  Our events arm (which this position is part of) is responsible for booking 40+ meeting rooms for three facilities, including all set up, audio-visual and catering.  Overall, the events team schedules approximately 14,000 events per year and generates over $5 million in revenue.

Job Summary

Reporting to the Assistant Director, with broad latitude for the exercise of independent judgment and initiative within established guidelines, the MANAGER will work with internal, external and student clients and service providers to manage client program logistics.  The MANAGER will supervise support and student staff as dictated by contracted business.

Responsibilities*

Operations (60%)

  • Manage the planning and execution of assigned events, including scheduling and monitoring of all logistical and support service arrangements (dining, catering, facilities, housing, registration, etc.).
  • Manage planning and execution of assigned weddings, family and social events.
  • 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 events.
  • Work collaboratively with sales team; engage in file turnover meetings once business is contracted by Sales team.
  • Work collaboratively with catering and operations teams to successfully communicate all event details.
  • Maintain data in event management software; exercise diligence in updating program confirmations (added billable items, price changes, customer driven changes, rental agreements, diagrams, etc.) and ensure signatures and funds are received within appropriate timelines.
  • Manage event details to minimize risk and ensure the safety and security of event attendees.

Sales (15%)

  • Respond to inquiries from clients regarding the use of facilities and services for events.
  • Assist with the development of bid proposals and budgets, and contracts for new and returning business; process executable contracts.
  • Assist with yield management strategies to maximize use of University facilities.

Financial (10%)

  • Ensure payment for contracted items per UM Procurement guidelines
  • Assist with client billing process (audit and approve billing).
  • Reconcile P-card statements on a monthly basis.

Other (15%)

  • As a member of Conferences & Events and the Division of Student Life. serve on various committees and work teams as requested.
  • Attend and participate in staff training and professional development opportunities.
  • Assist and provide other support to conference operations and off premise events as assigned.

Other duties as assigned.

Required Qualifications*

  • Bachelor’s degree and a minimum of 2 years of event management experience in a corporate hospitality or university environment; or an equivalent combination of education and experience.

Desired Qualifications*

  • Certified Meeting Planner
  • Wedding planning experience
  • Strong knowledge of food and dietary allergens.
  • Knowledge of wine pairing.
  • Experience in higher education environment.
  • Experience in conference planning or hospitality industry.

Additional Information

This role may have reporting obligations under Title IX and Clery.

Position Criteria (Candidate Characteristics):

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

  • Strong Initiative
  • The ability to work in cooperation with staff and meet deadlines
  • Excellent interpersonal skills
  • A demonstrated aptitude in handling and resolving details.
  • Ability to work under pressure and handle multiple projects accurately, independently and productively.
  • Flexibility to work early mornings, evenings and weekend hours as required.
     

    Financial/Budgetary Responsibility

    Manager will reconcile their own PCard and ensure payments for contracted items per UM Procurement guidelines
     

    Working conditions

    On occasion, weekends, early mornings and evenings/late night shifts may be required to support events.

            Physical requirements

            Manager is required to remain in a stationary position for extended periods of time, transport heavy objects up to 50 pounds occasionally.

 

            Direct reports

            The MANAGER will indirectly supervise support and student staff as dictated by contracted business.

 

U-M EEO/AA Statement

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