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. In your cover letter, please indicate how you discovered this opportunity.
Reports to: Associate Director, Guest Experience and Event Reporting, Office of University and Development Events
Supervises directly: N/A
What you will do:
The Event Associate, Guest Experience and Event Reporting manages the event team’s relationship with
our event constituents. Primary responsibilities include guest list management; providing front-line
customer service to guests; and production of event materials and reports. This position is also
responsible for our guests’ event arrival experiences.
Skills you have…
You can switch between projects with little effort or stress while maintaining perfect attention to detail
Prioritizing tasks and meeting (or beating) deadlines is second nature to you
Your customer service skills are impeccable
Three reasons why you should apply…
- You love being behind the scenes, providing customer service to internal/extremal guests and being part of a team planning complex events.
- You have a passion for the mission of the University of Michigan and the Office of University Development.
- You believe that diverse teams are the only way for truly innovative work to be accomplished.
This job may not be for you if…
Keeping up with meetings, emails, and deadlines stresses you out
Ambiguity and competing goals make you uncomfortable
You are not driven to provide top notch customer service to all internal/external customers
Office of University and Development Events – Operating Principles:
Respect -We are professionals who respect each other’s work styles and individual priorities, both personally and professionally. Our individual contributions are embraced by each member of the team. Responsibility - We are responsible stewards of our resources; consciously holding ourselves fiscally and environmentally accountable to the mission of the University. Collaboration - We are committed to sharing knowledge and best practices through a variety of methods. We proactively include team members and stakeholders in the planning process. We recognize that relying on each other for assistance is not only vital to our own success, but that of the team. Communication - We communicate openly throughout our department, where we are constructive and approachable. We deliberately and mindfully share information among the team. Development and Growth - We energetically seek and support the development of ourselves and the team by collecting and offering honest feedback, challenging ourselves with new learning opportunities, and pursuing all that the University has to offer. Support - We work toward a common goal and spur each other to ask for and provide support. We support each other’s daily effort to balance time and energy across goals between life and work; fostering a flexible environment that values each others’ perspectives and priorities. Customer Focus - We take great pride in our commitment to superior customer service and do everything within our abilities to provide each guest with an extraordinary Michigan experience.
Office of University Development Mission Statement:
The Office of University Development maximizes private support for the University of Michigan through high-quality collaboration with the development programs of schools, colleges, and units. We also provide fundraising leadership through the stimulation and facilitation of healthy, productive and life-long relationships with our colleagues, alumni, friends, foundations and corporations.
The U-M development community is committed to attracting, developing and retaining a diverse and thriving workforce, and demonstrating respect and inclusivity for all.
Office of University and Development Events Mission Statement:
The Office of University and Development Events creates meaningful experiences for donors, alumni, faculty, staff, and students that celebrate their accomplishments and enhance their relationships with the University of Michigan.
Our goal is to craft welcoming, educational, stimulating and memorable environments for our guests. The emotional impact of their experiences inspires stronger unity, pride and support for the University.
- We give our undivided attention to every detail and provide service of the highest quality, offering our guests experiences that exceed their expectations while upholding the principles of fiscal responsibility.
- We work together as a dedicated team with common goals. We value, we support, and we respect our team, our colleagues and the mission of the University.
- All that we do upholds the integrity of the University.
40% Event Reporting:
- Manage event databases for tracking guest attendance, including daily input of guest information, management of multiple guest lists, team planning calendar maintenance, and production and distribution of detailed reports.
- Prepare invitation guest lists based on criteria by working with OUD departments and pull queries through U-M’s Blackbaud-based DART database system.
- Critically review invitee lists for accuracy and data verification, including manipulating excel data.
- Prepare reports summarizing invitation list reviews, provide invitee quantities based on various scenarios in order to identify the correct number that support the event strategy and goals and venue size/desired count.
- Create and update reports related to attendance, seating, dietary, leadership, and additional event-specific reports as needed.
- Prepare event briefing materials including guest lists, agendas, and other reports.
- Production and distribution of monthly calendar of events and related reports.
- Manage invitee and guest lists for invitations, reminders, and confirmation mailings.
15% Event Supplies and Shipping
- Prepare and pack event supplies. Maintain organization of supplies pre- and post- event.
- Prepare and send (via email and USPS) event invitations for small batch events.
- Prepare shipping packages for University leadership and special visitors that may include football tickets, credentials, itineraries, etc.
- Responsible for maintaining storage and supply areas including ordering of necessary event and office supplies ordered through M-Marketsite.
20% Administrative Support:
- Scheduled coverage of University and Development Events main phone line.
- Occasional front desk staffing (to cover absences).
- Maintain database and photo reference file of University leadership.
- Provide scheduling support to Leadership team members for non-event related meetings and resources.
- Prepare Concur reports (Pcard reconciliation) for Associate Directors/ Assistant Directors.
- Serve as department’s Operations Mentor, coordinating the on-boarding and training schedule of new employees and ensuring proper administrative off-boarding for departing employees.
- Photocopying, preparing envelopes, department errands, and scheduling meetings.
15% Guest Experience:
- Prepare printed items for events, including: name tags, place cards, diagrams, chair cards, and registration materials, etc.
- Communicate with guests to provide event information, collect RSVP, and event payment, including handling of personal check and credit card information.
- Provide high-level of customer service to all guests, including VIP attendees.
- Prepare guest arrival experience staff assignments in collaboration with event logistics manager.
- Provide on-site staffing for events as requested.
- Manage on-site guest registration experience in consultation with the event logistics managers and event strategy team.
10% Education and Special Initiatives:
- Meet with supervisor and other team members regularly.
- Suggest potential improvements that improve the work we do and the events we produce.
- Attend monthly development council meeting.
- Overtime is required for this position and may include early mornings, evenings, and weekends. Overtime is paid at time and a half. Overtime in the office is higher during September-April. Generally, less overtime is required during May-August. In addition to overtime in the office, additional overtime may be required for onsite event staffing. Overtime hours are not guaranteed and the total amount of overtime required from candidate will vary from week to week based on the schedule of events.
- Travel to staff events will be required and may include weekends and holidays.
- A bachelor’s degree or an equivalent combination of education and experience is necessary.
- Minimum 1-2 years demonstrated office experience required.
- Previous experience working in a collaborative/team setting.
- Must demonstrate the ability to balance multiple projects with high-level accuracy in a deadline driven environment.
- Candidate must be flexible and able to work with changing timelines. Extensive independence, initiative, and judgment are necessary in the execution of responsibilities.
- Strong time management, project management, and problem-solving skills are required.
- Must demonstrate the ability and passion to provide excellent customer service to event guests, including high level and prominent attendees.
- Previous experience in a customer service role.
- Superior proofreading ability and written and oral communications skills are required.
- Enjoys working in a fast-paced environment.
- Exceptional attention to detail in all areas of work.
- Extensive knowledge and experience using Microsoft Office software, especially, MS Publisher, MS Excel, and MS Word.
- Value the importance of building relationships with our constituents (students, parents, donors, and alumni).
- Familiarity with the University organization, policies, and procedures is desirable.
- Experience with database software.
- Familiarity with teamwork.com, formstack.com, Cvent, and/or zkipster.com.
- Candidate must have a strong interest higher education development and event planning.
- Desire to enhance and improve the University of Michigan’s position as an international leader in development.
- Familiarity with the University of Michigan organization, policies, and procedures is desirable.
- Development/Advancement experience desirable.
- Exposure to/use of DART program.
- Volunteer experience in a non-profit setting.
For additional information about this position and to review other current openings in Development, please visit our website at: www.giving.umich.edu/careers.
Although the Posting End Date may indicate otherwise, this job may be filled and closed anytime after a posting duration of seven calendar days.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.